POSITION SUMMARY

The Grants & Reporting Specialist is responsible for the effective post-award management and stewardship of San Jose Clinic's grant portfolio. This position ensures compliance with funder requirements, monitors program performance and outcomes, coordinates internal reporting, maintains accurate grant documentation, and ensures that the Clinic fulfills its financial, programmatic, and reporting commitments to funders

ESSENTIAL DUTIES AND RESPONSIBILITIES

I. GRANT REPORTING

• Maintain primary responsibility for the      timely completion and submission of assigned grant reports.
• Prepare quarterly, semiannual, annual,      interim, progress, outcome, utilization, stewardship, and final reports as      required by funders.
• Review all executed grant agreements,      award letters, approved proposals, approved budgets, amendments, reporting      instructions, funder correspondence, and other grant documentation      immediately following award.
• Identify all reporting requirements,      deliverables, performance measures, financial requirements, restrictions,      deadlines, recognition requirements, and special conditions associated      with each award.
• Create a reporting plan for each grant.
• Establish internal reporting deadlines      sufficiently in advance of external funder deadlines.
• Obtain required information from clinical,      operational, financial, administrative, and Development departments.
• Prepare complete and professionally      written grant reports that accurately communicate activities performed,      populations served, services provided, outcomes achieved, challenges      encountered, funds utilized, and the overall impact of the funded program.
• Ensure that narrative information      corresponds with reported statistical and financial information.
• Maintain appropriate documentation      supporting all significant information submitted to funders.
• Coordinate internal review and approval of      reports before external submission.
• Maintain copies of submitted reports,      supporting documentation, confirmations of submission, and funder      correspondence in the appropriate grant file.

II. MASTER GRANT REPORTING CALENDAR

• Develop, maintain, and actively manage San      José Clinic's comprehensive grant reporting calendar.
• Record all active grants and associated:
  • Award dates
  • Grant periods
  • Funding amounts
  • Reporting periods
  • Interim reporting       deadlines
  • Final reporting       deadlines
  • Financial       reporting deadlines
  • Performance       requirements
  • Deliverable dates
  • Renewal periods
  • Grant closeout       dates
  • Funder meetings
  • Site visits
  • Audit or       monitoring requirements
• Provide advance notification to      responsible departments regarding upcoming reporting obligations.
• Follow up with departments when required      information has not been received.
• Escalate potential missed deadlines to      Development leadership.
• Maintain reporting status information so      organizational leadership can readily determine whether each grant is      current and compliant.

III. PERFORMANCE METRICS AND OUTCOMES

• Establish and maintain tracking mechanisms      for metrics associated with awarded grants.
• Review grant proposals to identify every      measurable commitment made to the funder.
• Develop grant-specific performance      tracking worksheets or dashboards.
• Work with program leaders to establish      processes for collecting required information throughout the grant period      rather than waiting until a report is due.
• Monitor actual performance against targets      contained in funded proposals.
• Identify performance measures that are      trending below grant commitments.
• Notify appropriate leadership when the      organization may not achieve a funded deliverable.
• Work with program leadership to identify      explanations, corrective measures, or other necessary responses.

IV. DATA COLLECTION AND VALIDATION

• Coordinate data collection from      departments responsible for grant-funded activities.
• Develop standardized reporting templates      to improve consistency and efficiency.
• Review information received from      departments for accuracy, completeness, reasonableness, and consistency.
• Identify discrepancies between data      sources.
• Question information that appears      incomplete, inconsistent, duplicative, unsupported, or inaccurate.
• Obtain clarification or corrected      information before incorporating data into an external report.
• Reconcile current reporting data to      previously reported information when appropriate.
• Maintain documentation demonstrating the      source of material data submitted to funders.
• Assist in developing standardized      definitions for commonly reported organizational measures to promote consistency      across grants.
• Maintain historical data that can be used      for trend analysis, grant renewals, organizational reporting, and future      funding applications.

V. GRANT COMPLIANCE

• Maintain a compliance checklist for each      active grant.
• Monitor compliance with:
  • Grant agreements
  • Approved scopes       of work
  • Approved budgets
  • Funding       restrictions
  • Performance       commitments
  • Reporting       requirements
  • Documentation       requirements
  • Recognition       requirements
  • Special award       conditions
  • Applicable       organizational policies
• Review grant activity throughout the award      period to identify potential areas of noncompliance.
• Promptly report potential compliance      concerns to the appropriate organizational leader.
• Document resolutions of identified      reporting or compliance issues.
• Track required approvals for significant      grant modifications.
• Assist with requests for:
  • Budget       modifications
  • Program       modifications
  • Grant extensions
  • Reporting       extensions
  • Changes in       deliverables
  • Other       funder-approved amendments
• Ensure approved modifications are      documented in the official grant file.