Grant Operations Analyst

$65,000 - $73,000/Yr

American Heart Association - Jacksonville, FL

Full-time - Entry Level

Jacksonville, FL

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

As we celebrate our Centennial year, the American Heart Association invites you to join us in shaping the next century of impact. The Grant Operations Analyst plays a crucial role within our Advocacy Team, responsible for the coordination and planning of multiple federal or state government grant budgets. This includes the setup and management of accounts, invoicing, and reporting, ensuring compliance with government grant requirements. The analyst will prepare and balance allowable charges, and will also be tasked with preparing, distributing, and implementing grant resources, calendars, and project administration as assigned. This position is essential for maintaining effective team communications, training, and related operational functions. The Grant Operations Analyst will coordinate the budget development process for assigned state and federal grants, analyzing prior year budgets to provide mentorship and comparative data for projections. Monthly budget reports will be reconciled to provide explanations of variances to the Finance Department. The analyst must understand budget and revenue goals and activities for each meeting or program, ensuring that all financial aspects are aligned with the organization's objectives. In addition to budget management, the analyst will communicate and educate grant staff on the association's government grant policies and procedures, as well as operations software such as SharePoint and Microsoft Dynamics. They will serve as a mentor for the grant teams, preparing and coordinating a team calendar of events, deadlines, and timelines, while collaborating with other departments to meet organizational goals. The role also involves implementing purchasing processes, facilitating vendor contract management, and preparing internal communications and reports to prioritize and complete department and project activities. Other duties may include participation in cross-functional task forces as assigned.

Responsibilities

• Coordinates budget development process for assigned state and federal grants.
• Analyzes prior year budgets to provide mentorship and comparative data for projections.
• Reconciles monthly budget reports to provide explanations of variance(s) to the Finance Department.
• Communicates and educates grant staff on the association's government grant policies and procedures and operations software.
• Prepares, coordinates, and distributes team calendar of all events, deadlines, and timelines.
• Collaborates with other departments to meet departmental and organizational goals.
• Implements purchasing process including creation of purchase orders, vendor communication and management, and invoice processing.
• Facilitates vendor contract management process to ensure contracts are reviewed and approved through internal Procurement and Legal procedures.
• Prepares and distributes internal communications and reports as needed to ensure department and project activities are prioritized and completed.
• Facilitates communications with project collaborators including national leadership, region field staff, and government grant staff operations or program managers.
• Participates in other duties, projects, or analyses as assigned.

Requirements

• Bachelor's Degree in Business Administration, Accounting, related area or equivalent work experience.
• Three (3) years of experience with meeting planning, contract review and fulfillment, and/or customer service.
• Three (3) years of experience in project or program planning, budgeting, analyzing and reporting.
• Proficient with Microsoft Office applications.
• Proficient with financial applications or automated accounting systems.
• Proficient with assigned functional applications or systems including Customer Relationship Management (CRM) and/or shared document repositories such as SharePoint.
• Ability to communicate in writing and orally with accurate grammar and spelling.

Benefits

• Medical, dental, vision, disability, and life insurance coverage.
• Robust retirement program that includes an employer match and automatic contribution.
• Employee assistance program and employee wellness program.
• Telemedicine and medical consultation services.
• Paid Time Off (PTO) at a minimum of 16 days per year, increasing with seniority.
• 12 paid holidays off each year.
• Tuition assistance for further education and career development.