About this role
Grant Coordinator
Department/Care Stream: Public Affairs
LIA Reporting Structure
Timecard Approver: Director of Grants
Primary: Director of Grants
Secondary: Chief Public Affairs Officer
Status: Full-Time
FLSA: Non-Exempt
Location: Admin Center
Pay Range: $30.14-$39.18/hr
EEO-1: Administrative Support
Organization Information
WellSpace's mission is "achieving regional health through high quality comprehensive care." We believe that everyone deserves to be seen, no matter who you are, where you come from, where you work or what place you call home. At WellSpace, we see you!
We are driven to serve the whole person through comprehensive, integrated care, spanning medical, dental, behavioral health, and supportive services across the region. We do this by building a team of exceptional colleagues who are dedicated to our mission and becoming part of the communities we serve.
As the region's largest Community Health System, WellSpace utilizes a Confluence Model to integrate an internal network of healthcare modalities, including Federally Qualified Health Centers (FQHC), Certified Community Behavioral Health Center (CCBHC), Drug Medi-Cal and Specialty Mental Health programs, California's second largest 988 Suicide and Crisis Lifeline Center, an independent Risk Bearing Organization (WellSpace Nexus), and more into a seamless confluence of care.
To ensure the highest quality of care, WellSpace is accredited by the Joint Commission for Ambulatory Care, Behavioral Health and as a CCBHC. Further, it is certified by the Joint Commission as a Primary Care Medical Home and a Behavioral Health Home. WellSpace's crisis programs are accredited by the American Association of Suicidology and the International Council for Helplines.
Position Summary
The Grants Coordinator supports WellSpace Healths grants development and management activities by maintaining accurate systems, coordinating grant-related workflows, and helping ensure that applications, reports, and other funder requirements are completed on time. This position maintains the organizational grants calendar and grant records via an online cloud system, coordinates information and documentation across departments, supports funding research, and monitors deadlines and deliverables throughout the grant lifecycle.
Working closely with the Director of Grants, the organizations grant development professional, program leadership, finance, and other internal partners, the Grants Coordinator helps create organized and efficient processes for pursuing and managing public and private funding.
Required Qualifications
Bachelors degree in a related field preferred or equivalent combination of education and experience.
At least 2 years of experience in project coordination, technical or professional writing, contract administration, healthcare administration, or related experience.
Demonstrated experience maintaining calendars, databases, tracking systems, records, or other detail-intensive administrative processes.
Strong writing, editing, proofreading, and verbal communication skills.
Ability to receive and apply feedback to strengthen written work and develop professional grant-writing and database skills.
Strong organizational and project coordination skills, including the ability to manage multiple assignments, deadlines, and contributors simultaneously.
Strong attention to detail and commitment to producing accurate, complete, and timely work.
Proficiency with Microsoft Office applications, including Word, Excel, Outlook, Teams, and SharePoint, or comparable systems.
Ability to research, interpret, organize, and summarize information from multiple sources.
Ability to work collaboratively with staff across programs, operations, finance, compliance, and executive leadership.
Ability to handle confidential, sensitive, and proprietary information appropriately.
Essential Responsibilities
Maintain the organizations grants calendar, funding pipeline, application records, reporting schedule, and related tracking systems.
Monitor grant application deadlines, reporting requirements, award conditions, renewals, amendments, and other key milestones.
Coordinate internal grant development and reporting timelines, including meetings, document requests, assignments, reminders, reviews, approvals, and submissions.
Gather and organize standard application materials, including organizational documents, program information, financial materials, resumes, licenses, certifications, letters of support, and other attachments.
Research public and private funding opportunities that align with WellSpace Healths programs, priorities, and strategic goals.
Conduct initial reviews of funding opportunities and summarize eligibility requirements, funding amounts, deadlines, required activities, application components, and potential organizational fit.
Participate in structured training, coaching, and hands-on learning related to grant research, proposal development, funder requirements, grant narratives, budgets, reporting, and submission processes.
Develop grant-writing skills through progressively responsible assignments, including drafting proposal sections, letters, funding summaries, organizational descriptions, program narratives, reports, and other written materials.
Assist with drafting and editing grant applications, reports, letters of inquiry, presentations, concept papers, and supporting documents under the guidance of experienced grant development staff.
Incorporate feedback and revisions to strengthen the clarity, accuracy, persuasiveness, and responsiveness of written materials.
Participate in proposal planning meetings and interviews with subject matter experts to learn how program, operational, clinical, financial, and community information is translated into funding requests.
Coordinate with program, finance, compliance, data, and operational staff to collect information needed for proposals, reports, and funder requests.
Maintain organized electronic grant files and ensure that final applications, award documents, reports, correspondence, and supporting materials are complete and accessible.
Track the status and outcomes of submitted applications, including awards, denials, pending decisions, and funder feedback.
Support post-award handoffs by organizing award documents, reporting requirements, budgets, deliverables, and implementation information for appropriate departments.
Assist with preparing internal reports on grant activity, pipeline status, application outcomes, funding trends, and upcoming deadlines. Ability to present findings during in-person and online meetings.
Support continuous improvement of grants-related procedures, templates, tools, and organizational systems.
Communicate professionally and responsively with internal staff, funders, partners, and other stakeholders.
Commitment to WellSpace Healths mission and advance equitable access to healthcare and supportive services.
Perform other duties as assigned.
Benefits
Successful candidate will receive a regionally competitive salary, above-average health benefits at reduced costs, paid life insurance & long-term disability insurance, an additional voluntary retirement plan with organizational match, and no vesting schedule requirement.
- Paid bereavement and jury duty leave
- 11 paid holidays per year
- Paid time off
- Paid sick leave
- Flexible Spending Program
- Company paid malpractice insurance for all providers
- Professional development hours offered annually
Physical Demands and Work Environment
The work environment is characteristic of an office environment. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit; use hands and arms to reach. The employee is also required to stand; walk; and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. The employee must also possess hearing and speech to communicate in person and over the phone. The noise level in the work environment is usually quiet.
The employee may be in contact with individuals and families in crisis who may be ill, using substances and/or not attentive to personal health and safety for themselves or their homes. The employee may experience a number of unpleasant sensory demands associated with the clients use of alcohol and drugs, and the lack of personal care. The employee may also be exposed to bodily fluids (blood, urine) and hazardous chemicals.
WellSpace Health is committed to the principles of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. It is the intent of WellSpace Health to maintain a work environment free of harassment, discrimination, or retaliation because of age, race, religious creed, color, national origin, ancestry, physical disability, medical condition, genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding and/or related medical conditions), gender, gender identity, gender expression, sexual orientation, military or veteran status, or any other status protected by federal, state or local laws. WellSpace Health is dedicated to the fulfillment of this policy in regard to all aspects of employment, including but not limited to recruiting, hiring, placement transfer, training, promotion, rates of pay, and other compensation, termination, and all other terms, conditions, and privileges of employment.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.