Grants and Contracts Coordinator - Healthcare

Overview

Marin Community Clinics, founded in 1972, is today, a multi-clinic network with a wide array of integrated primary care, dental, behavioral, specialty and referral services. As a Federally Qualified Health Center (FQHC), we provide vital health services to almost 40,000 individuals annually in Marin County. The Clinics regularly receive national awards from the Health Resources and Services Administrations (HRSA). Our Mission is to promote health and wellness through excellent, compassionate care for all.

The Grants and Contracts Coordinator plays a key role in the effective management and administration of both contractual agreements and grant-funded projects across the organization.

Reporting to the Grants Manager and the Contracts Manager within the Finance Department, provides administrative support for the lifecycle of service and programmatic contracts, assisting with grant administration, ensuring compliance with funder and regulatory requirements (HRSA, FTCA, Joint Commission, Cal-OSHA, etc.), and maintaining accurate records and tracking systems. This role serves as a central liaison between internal departments and external partners, ensuring clear communication and adherence to obligations.

Responsibilities

Contracts Administration

Provide administrative support throughout the contract lifecycle, including intake, routing, review, execution, amendments, renewals, expiration, and closeout.

Coordinate the internal contract review and approval process, ensuring contracts are routed to appropriate stakeholders and required documentation is complete.

Maintain the organization's contract management system and centralized repository for all agreements, including vendor, consultant, professional services, MOUs, BAAs, data sharing, grant-related, clinical, and other organizational contracts.

Track contract status, key milestones, renewal and expiration dates, termination notice periods, insurance requirements, and other contractual obligations; provide timely notifications to responsible parties.

Assist with contract amendments, renewals, extensions, and administrative updates under the direction of the Contracts Manager.

Maintain complete, accurate, and audit-ready contract records in accordance with organizational policies and document retention requirements.

Support post-execution contract monitoring by tracking required performance evaluations, deliverables, and compliance activities.

Prepare routine reports related to contract status, renewals, compliance, and organizational metrics.

Grants Administration Support

Provide administrative support across the full grant lifecycle, including application compilation, award setup, post-award administration, amendments, reporting, and closeout.

Maintain complete and accurate grant files and tracking systems, including Instrumental (Grant Management Application), with current application status, funding decisions, award documents, budgets, scopes of work, deadlines, deliverables, tasks, and correspondence.

Coordinate with internal departments to gather required programmatic, financial, staffing, and supporting documentation; follow up on outstanding items and escalate delays or concerns to the Grants Manager.

Monitor reporting requirements and deliverables, provide advance notifications of upcoming deadlines, and document timely completion and submission.

Support the Grants Manager and Finance team in tracking grant budgets, expenditures, allowable-cost documentation, and obligations associated with grant-funded programs.

Support grant closeout by confirming that final reports, deliverables, financial documentation, and other award requirements are completed and appropriately retained.

Support the development of subrecipient agreements and provide compliance monitoring support.

Compliance and Monitoring

Support compliance with organizational policies, contractual obligations, and applicable federal, state, and accreditation requirements.

Assist with contract monitoring activities by tracking vendor performance evaluations, deliverables, insurance renewals, and required compliance documentation.

Participate in internal audits, HRSA Operational Site Visits, FTCA compliance activities, Joint Commission surveys, and other regulatory reviews.

Identify and escalate potential compliance concerns, missing documentation, or contract and grant risks.

Process Improvement & Reporting

Assist with the development and maintenance of contract and grant workflows, policies, templates, and standard operating procedures.

Recommend process improvements that enhance efficiency, compliance, and consistency.

Prepare reports and dashboards related to contract status, grants, compliance activities, and key performance metrics.

Other Duties as Assigned:

There may be opportunities to support the Finance team outside of grants and contracts suppor

Qualifications

Education and Experience:

Bachelor’s degree in public administration, Health Administration, Business Administration, Legal Studies; or an equivalent level of professional experience is required.

Minimum three years of professional experience in contracts administration, grants coordination, or compliance, preferably within a healthcare, nonprofit, or public sector setting.

Familiarity with HRSA FQHC grant management and FTCA/JCAHO compliance strongly preferred.

Required Skills and Abilities:

Strong organizational, analytical, and time management skills with exceptional attention to detail.

Knowledge of contract and grant administration principles, document management, and compliance requirements.

Ability to manage multiple priorities, meet deadlines, and work independently in a fast-paced environment.

Strong written and verbal communication skills with the ability to collaborate effectively across departments and with external partners.

Proficiency with Microsoft Office Suite and experience using contract or grant management systems (e.g., Concord, DocuSign, SharePoint) preferred.

Ability to maintain confidentiality and handle sensitive business, legal, financial, and protected health information.

Physical Requirements and Working Conditions:

Prolonged periods of sitting at a desk and working on a computer.

Occasional lifting of documents or supplies up to 20 lbs.

Fulfill Immunization and fit for duty regulatory requirements.

Other Requirements:

Commitment to the mission and values of a Federally Qualified Health Center.

Familiarity with Cal-OSHA, HIPAA, and patient-centered care models preferred.

Bilingual abilities are a plus.

Benefits:

Our benefits program is designed to protect your health, family and way of life. We offer a competitive Benefits Program that includes affordable health insurance and Health Reimbursement Accounts (HRA), Dental and Vision Insurance, Educational and Continuing Education Benefits, Student Loan Repayment and Loan Forgiveness, Retirement Plan, Group Life and AD&D Insurance, Short term and Long Term Disability benefits, Professional Fee Reimbursement, Mileage and Cell Phone Reimbursement, Scrubs Reimbursement, Loupes Reimbursement, Employee Assistance Programs, Paid Holidays, Personal Days of Celebration, Paid time off, and Extended Illness Benefits.

Marin Community Clinics is an Equal Employment Opportunity Employer

Min

USD $35.45/Hr.

Max

USD $41.41/Hr.