Grant Assistant

Position Summary:

The Rural Collaborative (TRC) is a nonprofit organization that supports independent rural hospitals in Washington. TRC is seeking a highly organized and proactive Grant Administrative Assistant to support grant leadership and advance organizational effectiveness across both entities. This position is grant-funded and time-limited for the duration of the award(s). This position will support two grant initiatives:

• Rural Health Network Initiative (RHNI), a federal subaward under Washington Health Care Authority’s (HCA) Rural Health Transformation Project (RHTP) focused on transforming rural healthcare by reducing financial risks, providing shared services, and improving clinical care.
• Rural Health Network Advancement Program (RHNAP), a federal award under the Health Resources & Services Administration (HRSA) focused on creating a shared Electronic Health Record to improve clinical care and documentation.

The Grant Administrative Assistant will provide direct administrative support to the above grant initiatives under the RHNI Grant Manager and the RHNAP Project Director. This role provides project support, financial administration, and Federal compliance support as outlined below. This position will work closely with multiple members of TRC. It will contribute to the organization’s mission by maintaining structure, coordinating logistics, and enabling effective communication across the team and our rural hospital members.

The ideal candidate will anticipate the needs of the grant management team, be approachable and flexible to the needs of each grant, and be detail-oriented, have excellent time management, and be resourceful.

To learn more about TRC, visit: www.ruralcollaborative.com

Essential Duties and Responsibilities

Project Support

• Assist in tracking project schedules, activities, deliverables, metrics, and key project documents.
• Provide administrative support for meetings, such as scheduling, logistics, agendas, meeting packets, technology set-up, meeting minutes and follow-ups.
• Maintain accurate notes, rosters, attendance records for relevant committees, workgroups, and member meetings.
• Assist in developing communications and collateral materials for stakeholders, committees, members, and staff. Ensure timely follow-up on action items and commitments.
• Provide administrative support for other duties and special projects as assigned by RHNI Grant Manager and/or RHNAP Project Director.
• Manage calendars and coordinate scheduling for grant leadership across both grant initiatives.
• Maintain and organize grant files, records, and shared document repositories, ensuring version control and easy retrieval for audits and reporting.
• Coordinate travel arrangements and logistics for grant team members and meeting participants.

Financial Administration

• Perform routine financial tasks including tracking project budgets, invoice preparation and tracking, and resource allocation.
• Coordinate with finance staff to ensure accurate and timely processing of invoices, reimbursements, and budget updates.
• Assist with coding and submitting invoices, reimbursement requests, and expense documentation in accordance with grant budget lines.
• Support tracking of subawards, contracts, and vendor payments related to the grants.
• Assist in gathering documentation to support personnel time reporting for grant-funded staff.

Federal Compliance Support

• Assist in maintaining organized, audit-ready documentation for all programmatic and financial activities associated with the grant.
• Perform administrative tasks to ensure Federal compliance such as document gathering, internal documentation audits, and vendor eligibility checks.

Other Responsibilities

• Perform related duties or special projects to support the grants.
• Actively supports TRC’s culture through thought and deed.

Qualifications and Experience

Education and Experience

• Minimum of two years of administrative or office support experience required.
• Experience in nonprofit, rural health, and/or healthcare-related fields preferred.
• Experience working with Federal grants and understanding of the Code of Federal Regulations preferred.
• Experience providing administrative support across multiple concurrent projects, contracts, or grants preferred.

Knowledge, Skills & Abilities

• Proactive, resourceful, and capable of anticipating needs before they arise.
• Proven ability to work independently and collaboratively in a fast-paced environment.
• Exceptional organizational skills with a strong ability to manage multiple tasks, prioritize work, and meet deadlines.
• Strong written and verbal communications skills, including professional email and document preparation.
• Sound judgment when communicating with members, partners, vendors and stakeholders.
• Proficiency in key administrative tools and platforms, including Microsoft Office suite (especially Excel), Monday, Adobe Acrobat, Zoom, Box, etc.
• Ability to maintain confidentiality and exercise discretion when handling sensitive financial, personnel, or grant compliance information.
• Working knowledge of federal grants administration terminology and processes, or ability to learn quickly.

Licensing & Special Requirements

Must have reliable transportation and the ability to attend in-person meetings at a variety of locations throughout the state. If driving a personal vehicle, the employee must have a valid driver's license and automobile coverage greater than 100/300/100.  Employment is subject to a background check.

Working Conditions & Physical Requirements

Most work is performed in a remote home-office setting. Some travel (less than 5%) to attend meetings, and occasional overnight stay may be required. May require occasional evening hours. May require standing or sitting for long periods of time. Position requires hand manipulative skills for word processing and writing. Must be able to hear verbal conversations over the phone and in-person with background noise. Must be able to consistently identify objects and persons at a distance and read fine print on various forms.