Summary

We are looking for a Grant Administrator who will work collaboratively to ensure the integrity of the Child Health Grant Program and support the development and execution of a variety of funding opportunities. This role provides administrative and grant system management support to the Director and SP team, facilitating the grant application process and ensuring compliance.

Description

About Us 
The Alberta Children’s Hospital Foundation proudly serves as the primary charitable fundraiser for the Alberta Children’s Hospital and Child Health & Wellness Research at the University of Calgary. We also partner with Alberta Health Services and agencies in our community to support child health advancements across our city and province. We truly believe that, together with our community, we can build healthier futures for all children. 

Best health, best future for all children and families. 
We work with our donors, partners, and stakeholders to ensure that children benefit from cutting-edge research and innovations in care. We are dedicated to upholding our ICARE values of Integrity, Collaboration, Authenticity, Respect and Excellence. While our team is diverse in background, we are united through our ICARE commitment, enriching the relationships that raise and direct funds to support advanced pediatric research, state-of-the-art equipment, and family-centred programs.  

The Opportunity 
With our 2023-2026 Strategic Plan as our guide, we work closely with our partners and stakeholders, expanding into new areas, broadening our impact, and enhancing our focus on improving health and wellness outcomes for children. Innovation and impact are an essential part of our Child Health Grant Program (CHGP), and our Strategic Partnerships (SP) team works closely with our partners through a process that engages funding applicants from concept through implementation. The CHGP currently comprises roughly $300M in commitments toward innovative research, advancements in pediatric care, and community-based impact across more than 200 projects and initiatives.  

As a key member of the SP team, the Grant Administrator will work collaboratively to ensure the integrity of the Child Health Grant Program and support the development and execution of a variety of funding opportunities. This role provides administrative and grant system management support to the Director and SP team, facilitating the grant application process and ensuring compliance.  

The Grant Administrator is an important point of contact for current and prospective grantees, providing essential information on the application and reporting process, and assisting with inquiries related to program administration. This role involves managing the Grant Management System (GMS) to support the full breadth of grant administration functions. The Grant Administrator is responsible for ensuring data integrity, supporting internal and external users, and maintaining efficiency and effectiveness of all functions of the CHGP.  

As the Grant Administrator, you will be accountable for: 

Child Health Grant Program Support (CHGP) 40%  

  • Support the operationalization of existing and new CHGP programs, including development and maintenance of program processes and templates. This includes program descriptions, eligibility criteria, grant application processes, communication and reporting templates.  
  • Coordinate the application process, assist with the intake of applications, and ensure submission requirements are met. 
  • Follow-up with applicants for further information, clarification, or details (as appropriate), promptly addressing inquiries and ensuring adherence to Foundation policies. Provide information and updates to grantees regarding payments as appropriate.
  • Draft digital grant and funding agreements and amendments, and work with SP team to circulate for appropriate review and signoffs.
  • Prepare application packages for review by the Funding, Impact and Oversight (FIO) Committee.
  • Maintain strong working relationships with grantees and the respective financial, tenancy, and capital planning departments within their organizations. 
  • Manage CHGP mailboxes, answer and direct inquiries, and conduct initial eligibility reviews.
  • Assist with tracking action items and progress on CHGP related work.  
  • Provide support for budget preparation, forecasting, monitoring variance, and reporting as required. 

Grant Management System Administration (GMS) 60%   

  • Assist SP team members with the management of grant applications through the online process (from submission through to reporting). Work collaboratively to review and revise grant program processes when needed. 
  • Maintain and update administrative and financial data in the GMS, ensuring the accuracy and integrity of data. 
  • Oversee the administrative aspects of the GMS system, entering new data and ensuring all project records are up to date, including update notes, changes, learnings, etc.
  • Revise and adapt online grant request forms and other templates to reflect ongoing changes to granting programs and criteria, and to improve system efficiencies. 
  • Act as a first point of contact for the GMS for internal and external users, helping with online applications, reporting, and responding to questions and requests for data from the GMS.
  • Liaise with software hosts and SP team to support ongoing development and optimization of the GMS. This includes monitoring updates, enhancing functionality, exploring dashboard capabilities, and exploring potential new applications.     
  • Set-up and maintain user access and profiles, and update contact details for grantees and organizations.
  • Track progress and monitor outstanding items in the GMS related to payment schedules, progress reporting, outstanding invoices, and notifications to grantees.  

Our Ideal Candidate: 

  • You have a post-secondary degree or diploma in a relevant field coupled with a minimum of three years of relevant experience; suitable combinations of education and experience will be considered.  Demonstrated proficiency in grant processing/administration is required; experience in non-profit environment is preferred.
  • As a resourceful and flexible team player, you have the ability to work independently, make decisions within established guidelines, and collaborate with the team when problem-solving and for implementation.  
  • Your exceptional organizational skills and attention to detail are coupled with analytical skills and the ability to extract and summarize relevant information.
  • To support the success of the grant funding process, you have proven experience in project coordination and process improvements.
  • Your excellent communication and interpersonal skills support your ability to engage with various internal and external stakeholders, allowing you to establish and maintain effective relationships. You have superior written and verbal communication.
  • With the ability to maintain a positive and professional image, you remain diplomatic and tactful, with an understanding of confidentiality in dealing with a variety of issues and stakeholders.    
  • Your technical and administrative skills are excellent and include demonstrated proficiency in SharePoint as well as the Microsoft Office suite (Outlook, PowerPoint, Excel, and Word).  In-depth knowledge of grant management systems is required for this role; experience in Smart Simple is preferred.
  • As we have implemented a hybrid work arrangement, you must have the ability to work both in office and virtually, being well versed in the tools and technology to be effective in both.   

We hope that in reading our job ad, you love who we are, what we do, and are inspired to apply for this role. We are committed to excellence, dedicated to a collaborative work environment, and have high expectations of the work we do. While we have a strong work ethic, we actively engage and connect with our exceptional colleagues, donors, partners, and stakeholders to maximize outcomes and impact. The entire team at the Foundation truly embraces the mission and vision to enhance care for children and families. 

Join our team. Be a part of something amazing. 

To be considered for this opportunity, submit your resume along with a cover letter. Your cover letter should include details about what makes you our ideal candidate, why you want to be a part of our team, and your salary expectations for this role. 

Applications will be accepted until April 20th, 2025. 

Our total rewards package includes a salary that is competitive within the not-for-profit sector, extended health and dental benefits, membership in a defined benefit pension plan, an annual flexible spending account allocation, and is based on a thirty-five hour work week. To learn more about the Alberta Children’s Hospital Foundation, we invite you to visit our website.