Associate Director, Grants, Contracts & Database Administration

Associate Director, Grants, Contracts & Database Administration

Associate Director, Grants, Contracts & Database Administration

Associate Director, Grants, Contracts & Database Administration

April 4, 2023
Accokeek, MD
Position type
Experience (minimum)
5-10 Years
Education (minimum)
Travel required?
Base salary (minimum)
Not specified


The Associate Director for Grants, Contract and Database Administration is a manager within the International Grants and Contracts Department at the Campaign for Tobacco-Free Kids (CTFK) and the Global Health Advocacy Incubator (GHAI), a program of CTFK. The International Grants and Contracts Department supports a large and diverse portfolio of sub-grant and sub-contract work in over 60 countries to drive policy change campaigns around the globe to improve health. To date, these issues have included road safety, food policy, cardiovascular health, drowning prevention, civil registration & vital statistics, preventing epidemics, and maternal and reproductive health, among others.


The Associate Director for Grants, Contract and Database Administration will also work with global staff members to advance CTFK and GHAI advocacy initiatives through identification, issuance, administration, technical and operational support oversight of global sub-grants and sub-contracts. This position reports to the Director of Finance, Grants and Contracts Administration.



  • Consult with team Directors, Vice-President, Grants Administrator, Contracts Administrator, Associate Director, managers and/or Finance Department to confirm and align priorities and timelines.
  • Work with team management to forecast future work to determine the workload of sub-teams.
  • Formulate objectives and deadlines, including individual steps and setting, appropriate deadlines and timeframes for sub-grants and reports.
  • Reevaluate changing situations and circumstances to identify necessary and efficient adjustments and directions for the team’s grants and database administration.
  • Communicate with team, programs and relevant departments the status and key considerations for administration.
  • Create, streamline and implement proposal submission processes across programs in collaboration with program staff
  • Ensure full compliance with internal and US government policies, best practices and procedures relating to sub-grants and sub-contracts.
  • Knowledge of international policies and regulations is preferred
  • Classify activities and areas of global grants and contracts administration & FLUXX database work
  • Assign and track grants administration, contracts administration & database activities with Grants Administrator (GA,) Contracts Administrator (CA,) Contracts Associate (Ca) and Grants Associate (Ga)
  • Regularly review and update on staff admin roles and responsibilities, including inputs from other programs/departments
  • Establish and update priority work assignments for GA, CA, Ga, and Ca.
  • Delegate authority and tasks to team members, including “pilot testing” processes with PFCOs
  • Identify and try to fill grants administration & database gaps in human resources and realign for financial resources (e.g., consulting contracts, interns)
  • Identify, train, and manage software platforms that support the operations of sub-grants and sub-contracts (DocuSign, Fluxx, Loom, etc.)
  • Establish and communicate grants and contracts admin & database goals, and confirm understanding of GA, CA Ga, and Ca
  • Provide support and development of templates, workflow design and database goals for grants and contracts administration
  • Communicate organizational goals and policies, and confirm understanding with GA, CA Ga, and Ca
  • Set clear performance, work goals, and align motivations of GA and Ga with the goals.
  • Document, update and organize training on grants and contracts admin and database policies and lessons learned procedures for team members
  • Document, update and organize training on grant and contracts database policies and procedures for relevant global staff members.
  • Plan effective, purposeful and productive meetings with team members and partners/the union.
  • When appropriate and available, provide opportunities to PFCOs for growth and development in line with their roles and contributions.
  • Regularly assess and communicate (internally within the team and with finance dept.) The progress and status of grants & database work against timelines, priorities and resources
  • Identify and raise any challenges, questions, and ineffective procedures with grants & contracts management
  • Troubleshoot potential adjustments and proposed changes to grants admin & database policies or procedures with relevant team, program and management staff as well as partners (BP tobacco control/the union)
  • Support organizational understanding of grants and contracts administration team core functions, challenges, contributions, accomplishments and vision for more equitable partnerships
  • Design and implement necessary adjustments within the team and across departments to reflect informed grants and database admin practices, and organizational priorities,

Additional Responsibilities

  • Train staff supporting international programs on relevant existing or new internal processes;
  • Contribute to efforts to maximize efficiency, efficacy and successful support for sub-grantees and optimal outcomes of sub-grant and FLUXX database programs;
  • Perform other duties as directed by the Vice President of Global Operations and the Directors, International Grants and Contracts.




  • Bachelor’s Degree in a related field.
  • Five (5) to seven (7) years of related experience working preferably in an international grant-making organization or working with international grant and/or contracts, grant databases, contract databases, and grant budgeting preferred.
  • Excellent organizational skills.
  • Three (3) years of experience supervising grants, contracts and administrative staff, ideally in grant-making or foundation setting.
  • Knowledge of and proficiency with a variety of computer software applications including DocuSign, Microsoft Word, Excel, Access, PowerPoint, Outlook, Microsoft Office 365, Zoom, Adobe Suite.  Grants and Contracts Database—especially Fluxx- strongly preferred.
  • Strong oral and written communication skills, including editing and proofing with a strong attention to detail.
  • Detail-oriented, flexible, accurate, and helpful with a positive attitude.
  • Ability to work in a fast-paced, team-oriented environment while juggling multiple projects and deadlines.
  • Must be reliable and a supportive team player with cross-cultural sensitivity
  • Experience working at the international level and in cross-cultural settings a plus.
  • Fluency in English is required and the ability to speak additional languages is highly desirable.
  • Willingness and ability to travel when required.



  • You will be a part of a respected global health advocacy organization that works to create meaningful change through policy changes and save lives in our neighborhoods and in communities worldwide.
  • You’ll receive a generous benefits package including:
  • 100% company-paid health and dental for you; 70-80% contribution to these coverages for your dependents.
  • Paid parental leave benefits (4 weeks paid maternity/paternity leave), in addition to federal and local leave provisions.
  • 403b plan participation (with 9% company contribution)
  • 10 paid company holidays, 15 vacation days, 10 sick days, and 5 personal days (on an accrual basis each calendar year)

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