Grants Coordinator Senior

Arizona Department of Administration•Phoenix, AZ

2d•Onsite

About The Position

Reporting to the Assistant Director and Deputy Assistant Director, the grants coordinator assists in oversight of federal grants including preparing grant submissions, tracking and monitoring progress, developing and preparing reports to meet all grant deliverables, managing grant files, documentation and databases. This position analyzes data to track grant outcomes and performance. Ensures efficient and effective program operations and adherence to all applicable regulations and policies. This work may include working with finance and procurement to develop IGA's and contracts for sub-recipients. Role includes grant planning and budgeting, coordinates reporting, provides project management for grants across divisions and supports functions and seeks to identify and enable the agency to maximize available federal grant resources and mitigate risks through oversight and controls and compliance.

Requirements

Knowledge of: Management of federal grants, including knowledge of laws, rules, regulations and standards governing the use of Federal & State funding awards.
Knowledge of: Policies, procedures funding mechanisms for complex governmental financial operations including appropriations, grants and fee based finances.
Knowledge of: Governmental accounting principles and practices, financial reporting and analysis; internal control, audits and fiscal management.
Knowledge of: Comprehensive knowledge of, or the ability to learn reference materials such as federal regulations, Arizona Revised Statutes, applicable agency manuals, and policies and procedures.
Knowledge of: Performance Management (PM), and Continuous Quality Improvement (CQI) and Lean methodologies.
Knowledge of: Knowledge of basic budget development and financial management principles.
Skill in: Facilitating, organizing and coordinating stakeholders across different divisions with different priorities.
Skill in: Analyzing and organizing complex funding applications and work plans.
Skill in: Considerable skills in techniques required to maintain financial data, organize work deliverables across teams and track progress to achieve deadlines and problem solving of complex issues.
Skill in: Extensive communication and interpersonal skills in presenting complex issues with diverse audiences.
Skill in: Project management, strategic planning, technical writing, program development, and implementation of policies and procedures
Skill in: Skill in meeting facilitation and coordination.
Ability to: Analyze, interpret and communicate grant & financial data
Ability to: Advanced communication skills - oral and written for effective communication with all stakeholders on deadlines and decisions.
Ability to: Advanced interpersonal skills - ability to work and be productive in one-on-one and group settings.
Ability to: Prioritize multiple tasks, projects and activities to ensure timely completion
Ability to: Support a diverse multi-cultural workforce that reflects the community, promotes equal opportunity at all levels of public employment, and creates an inclusive work environment that enables all individuals to perform to their fullest potential free from discrimination.
Ability to: Ability to maintain confidentiality.
Ability to: Ability to adapt to changing priorities and deadlines.
Ability to: Ability to demonstrate attention to detail.
Ability to: Ability to learn and utilize new software and systems.
Ability to: Ability to develop and maintain positive working relationships.

Nice To Haves

Bachelor's Degree in Business, Health Administration, Public Health or related field with 3 years of experience with grant project management, to include 2 years in a team lead or grant management role. Master's Degree in related field will substitute for 2 years of experience.

Responsibilities

Administrative - The Grant Coordinator will provide comprehensive administrative support for grant-funded programs, ensuring efficient and effective program operations. This includes managing and maintaining organized grant files, documentation, and databases, adhering to all applicable regulations and departmental policies. They will coordinate and schedule meetings, prepare agendas, and distribute meeting minutes for grant-related activities. Additionally, the coordinator will manage logistical aspects of grant-funded activities, including travel arrangements, event planning, and procurement of supplies. They will also ensure accurate and timely data entry for grant-related activities, maintaining detailed records for audit and reporting purposes, and develop and implement standardized administrative procedures for grant management, promoting consistency and efficiency.
Partner Engagement - The Grant Coordinator will establish and maintain strong working relationships with grant partners, community organizations, and other stakeholders. They will coordinate and facilitate meetings and communication with grant partners, ensuring effective collaboration, and identify and cultivate new partnerships to support grant-funded programs. Serving as a liaison between the health department and community partners, they will foster collaborative initiatives and support collaborative efforts between partners to achieve grant objectives. This also may entail coordinating site visits with local health departments or other agencies, overseeing the scheduling and coordination for individuals.
Communication - Serving as the primary point of contact for grant-related inquiries, the Grant Coordinator will provide timely and accurate information to internal and external stakeholders. They will develop and disseminate grant-related communication materials, including newsletters, presentations, and website content, and facilitate effective communication and collaboration among grant team members, partners, and stakeholders. Additionally, they will prepare and deliver presentations on grant-related activities to various audiences, and maintain up-to-date information on grant opportunities and funding guidelines, disseminating relevant information to program staff.
Reporting - The Grant Coordinator will prepare and submit timely and accurate progress reports, financial reports, and other required reports to grant funders. They will collect and analyze data for grant reporting, ensuring the accuracy and completeness of all reported information, and develop and maintain a system for tracking grant outcomes and performance measures. Ensuring all reporting requirements are met according to funder specifications, they will also utilize data visualization tools and techniques to present grant data effectively.
Budget/Financial - The Grant Coordinator will develop and monitor grant budgets, ensuring adherence to funding guidelines and departmental financial policies. They will process financial transactions, including purchase orders, invoices, and expense reports, maintaining accurate financial records. Tracking grant expenditures and analyzing budget variances, they will provide regular financial reports to program managers and stakeholders, and assist in the development of budget justifications and financial projections for grant proposals. The coordinator will ensure compliance with all financial regulations and audit requirements related to grant funding, reconcile financial records, and prepare financial reports for grant funders and internal stakeholders.
Policy/Compliance - The Grant Coordinator will ensure compliance with all applicable federal, state, and local regulations and grant guidelines. They will stay up-to-date on changes in grant regulations and policies, disseminating relevant information to program staff, and develop and implement policies and procedures to ensure grant compliance. Conducting internal audits and reviews to ensure adherence to grant requirements, they will also assist in the development and implementation of policies related to grant-funded programs, and interpret and apply grant policies and procedures to ensure consistent program implementation.
Other duties as assigned as related to the position.

Benefits

Affordable medical and dental insurance plans
Paid vacation and sick time
Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
10 paid holidays per year
Wellness program and plans
Life insurance
Short/long-term disability insurance
Defined retirement plan
Award winning Infant at Work program
Credit union membership
Transit subsidy
ADHS Student Assistance Pilot Program