PROGRAM COORDINATOR

Arizona Department of Administration • Phoenix, AZ

58d • $60,000 - $75,000 • Hybrid

About The Position

Reporting directly to the Finance Leadership Team and the Finance Administrator, the Finance and Business Operations Coordinator serves as the essential operational link for the division, balancing rigorous technical compliance with high-level administrative coordination to ensure the organization remains "audit-ready" at all times. This role is responsible for the meticulous management of records, contract folders, and internal control documentation in strict accordance with retention rules and state regulations. The position is grant-funded and employment is contingent upon the availability of funding.

Arizona’s Rural Health Transformation Program is supported by the Centers for Medicare & Medicaid Services (CMS) of the U.S. Department of Health and Human Services (HHS) as a part of a financial assistance award totaling $166,988,955.92 with 100 percent funded by CMS/HHS. The contents are those of the author(s) and do not necessarily represent the official views of, nor endorsement, by CMS/HHS, or the U.S. Government.

This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures.

The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State’s Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.

Requirements

• General office practices and procedures.
• Generally Accepted Accounting Principles (GAAP); comprehensive knowledge of the principles, concepts, practices, methods and techniques of government accounting Internal control structures, and fiscal management.
• Considerable knowledge of the methods and techniques of automated financial systems.
• Federal and State accounting laws, rules and procedures.
• Comprehensive knowledge of reference materials such as federal regulations.
• Arizona Revised Statutes, applicable agency manuals, and policies and procedures.
• Understanding of Budget and state legislative process.
• Federal, state, and local regulations related to economic development programs.
• Strong analytical and problem-solving skills, with the ability to interpret complex financial data.
• Proficiency in financial modeling, forecasting, and reporting tools (e.g., Excel, Power BI, or similar).
• Excellent written and verbal communication skills, with the ability to present financial information clearly and concisely.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities and meet deadlines.
• Perform multiple tasks simultaneously with minimal supervision.
• Organize own work, setting priorities and meeting critical deadlines.
• Independently plan, organize, coordinate and perform work in various situations where numerous and diverse demands are involved.
• Analyze and interpret fiscal data.
• Problem solve.
• Be flexible.
• Make sound judgments and decisions.
• Work collaboratively with diverse stakeholders, including government agencies, community partners, and internal teams.

Nice To Haves

• Bachelor’s degree in Finance, Accounting, Economics, Business Administration, or a related field.
• Minimum of 2+ years of progressive experience in business operations, finance administration, or a legal/compliance support role, preferably within a public sector or government-contracting environment.

Responsibilities

• Manages the full lifecycle of agency agreements, maintaining meticulous documentation for all executed contracts, amendments, and renewals.
• Proactively tracks end dates and deliverables to notify finance staff of upcoming deadlines, ensuring zero lapses in service or compliance.
• Maintains high data integrity by indexing and storing all documentation using standardized naming conventions for rapid retrieval during reporting cycles.
• Provides vital fiscal oversight by managing financial documentation for state, federal, and internal auditors, ensuring all files remain "audit-ready" and compliant with SAAM retention rules.
• Delivers high-level administrative support for budget meetings through complex scheduling, material distribution, and stakeholder coordination.
• Maintains organizational integrity by ensuring a strict segregation of duties between administrative preparation and approval authority.
• Develops divisional operational standards through SOPs and workflow charts while managing the full lifecycle of departmental records.
• Ensures a transparent, legally compliant audit trail that adheres to state retention policies.
• Manages the department’s digital infrastructure, overseeing the organization and security of shared drives to ensure team-wide accessibility and data integrity.
• Drives operational efficiency by designing professional templates, administrative forms, and standardized tools that ensure all departmental assets are uniform, user-friendly, and scalable.
• Serves as the finance division’s central hub, managing shared communications to efficiently route vendor and internal inquiries.
• Facilitates seamless operations by coordinating with agency staff to secure missing documentation and issuing critical deadline reminders for travel, procurement, and invoicing.
• Supports leadership through agenda preparation and ensures consistent, clear communication across the finance team.
• Other duties as assigned as related to the position

Benefits

• Sick leave
• Retirement plan
• Health and dental insurance
• Vacation with 10 paid holidays per year
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance
• Paid Parental Leave program

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level