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Grants and Contracts Coordinator
Novato, United States
Grants and Contracts Coordinator
Location
US-CA-Novato
Type
Regular Full-Time
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 within the Compliance Department, this position is responsible for overseeing 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
Responsibilities
Contracts Administration
- Draft, review, track, and maintain a centralized database of all contractual agreements including vendor, consultant, MOU, collaborative, BAA, data sharing, service, and clinical contracts.
- Facilitate the internal contract routing and approval process, ensuring alignment with organizational policies, funder requirements, and applicable regulations.
- Collaborate with Legal, Finance, Compliance, and Program leads to ensure that contracts contain appropriate language (e.g., indemnification, HIPAA/BAA, licensing, FTCA coverage, insurance requirements, termination clauses).
- Manage renewal cycles and expiration dates; notify responsible parties in advance and assist with amendments or extensions.
- Maintain an organized repository for executed contracts and ensure that appropriate staff have access and training on relevant terms.
Grants Administration Support
- Assist the Grants Manager with administrative tasks across the grant lifecycle, including application compilation, tracking deliverables, and ensuring timely reporting.
- Help coordinate cross-departmental responsibilities to ensure compliance with grant agreements, scopes of work, and programmatic timelines.
- Track budget alignment, allowable costs, and contract obligations tied to grant-funded programs.
- Support the development of subrecipient agreements and provide compliance monitoring support.
Compliance and Monitoring
- Maintain awareness of federal, state, and local laws that impact contractual and grant compliance, including 45 CFR Part 75 (Uniform Guidance), HRSA requirements, and Joint Commission standards.
- Monitor contract and grant activities for alignment with organizational policies and report potential risks or non-compliance.
- Participate in internal audits, Operational Site Visit (OSV) preparation, and risk mitigation efforts related to grant and contract management.
Process Improvement & Reporting
- Recommend and help implement systems and workflows for efficient contract and grant administration.
- Assist in the development of SOPs related to document retention, routing, and compliance tracking.
- Generate regular reports on contract status, key dates, and pending deliverables.
Ohter duties as assigned
Qualifications
Education and Experience
- Bachelor’s degree in Public Administration, Health Administration, Business, Legal Studies, or related field (or equivalent experience).
- Minimum 3 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 attention to detail and excellent organizational skills.
- Working knowledge of contractual language, compliance standards, and risk mitigation strategies.
- Proficiency in Microsoft Office Suite and comfort working with contract databases and tracking systems.
- Ability to manage multiple priorities and meet tight deadlines in a fast-paced environment.
- Strong written and verbal communication skills, including ability to interact with vendors, funders, and internal stakeholders.
Grants and Contracts Coordinator
- Proven ability to maintain confidentiality, especially with sensitive documents or agreements
Physical Requirements
Fulfill immunization and fit for duty regulatory requirements.
- Prolonged periods of sitting at a desk and working on a computer.
- Occasional lifting of documents or supplies up to 20 lbs.
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 Information:
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
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