Grant Coordinator

About the Role

Serves as liaison between hospital departments and the Contracting Department. Interprets both agency and departmental requirements, policies/procedures, and provides support to obtain newly available information on funding targets, timing of reports, fiscal issues, and compliance with regulatory requirements. Independently makes decisions, authorizes actions, and manages the sponsored programs portfolio for assigned areas. Must have an extensive understanding of grant-related federal and state rules, regulations, policies, and procedures, as well as outstanding verbal and written communication skills and knowledge of business administration and accounting practices.

Responsibilities

• Assists with the planning and preparation of grant proposals for one or more departments; provides guidance and assistance to staff in the interpretation of funding agency regulations and requirements related to the assigned program.
• Prepares various documents for reporting to grantors or leadership, including computerized statistical summaries and/or graphics.
• Facilitates communication between grantor agencies and internal departments.
• Assists with facilitating contracts, including generation of the contract and preparing the contract for BH leadership review.
• Analyzes and evaluates contract and grant budgets for correct calculation of expense categories such as salaries, percent of effort, salary adjustment increases, fringe benefits, indirect costs, materials, and equipment.
• Analyzes and evaluates awarded proposals, contracts, and subcontracts for compliance with funding agency, federal, state, and CIHA requirements; prepares required acceptance documentation and recommends approval or rejection of deviations from contract specifications.
• Coordinates receipt of awards and contract documentation; maintains proposal and funding records in database systems and prepares scheduled and special reports, studies, and analyses.
• Supports cross-functional teams in aligning grants goals with program outcomes.
• Represents CIHA in external meetings or webinars related to grant funding.
• Implements established grant management policies and procedures by collaborating with other departments.
• Directly monitors grant activities and grant-funded staff to ensure fidelity to grant-funded services.
• Enters data into reporting systems as required.
• Utilizes specialized databases and systems for recording and tracking grant proposals, awards, and related statistical information.
• Assists departments with work plan amendments and/or budget changes occurring during the awarded granting period.
• Trains staff on grant compliance, reporting expectations, or data collection.
• Supports departments in developing grant-ready proposals.
• Provides training and technical assistance to CIHA staff on grant compliance, reporting protocols, and proposal development.
• Performs reviews of data to complete monthly reconciliations.
• Reviews and provides interpretation of rules, regulations, and requirements with regard to grant activities to ensure compliance with grantor and CIHA policies and procedures.
• Maintains files as required by grantor and CIHA policies.
• Ensures completion and delivery of periodic and annual reporting to Leadership, contracting department, and grantor agencies.
• Tracks and communicates deadlines as well as the report submission process to relevant reporting staff; ensures relevant behavioral health staff involved in grant reporting provide necessary information/data as part of the grant reporting.
• Exercises self-care and emotional awareness to ensure practice of the CIHA Guiding Principles for positive interactions in all activities.
• Facilitates external grant audits by planning and communicating with state/federal agencies and internal CIHA departments; ensures audit data is prepared and available for auditors or submitted electronically within the requested timeline.
• Collaborates with program staff to define, collect, and analyze performance metrics aligned with grant objectives and community impact.
• Develops an understanding of the high-risk populations served and culturally appropriate/evidenced-based approaches used to treat them.
• Identifies risks to grant performance or compliance and proposes mitigation strategies; notifies leadership immediately.
• Supports sustainability planning for grant-funded programs.
• Performs other duties as assigned.

Requirements

• Minimum requirements include graduation from an accredited four-year college or university in a related field and two years of experience in the management of administrative activities of a business or governmental program; or an equivalent combination of education and experience.
• Contract experience.
• Strong communication skills, accounting knowledge, and MS Office skills.
• Experience with tribal health systems or Indigenous communities.
• Familiarity with trauma-informed or culturally responsive grant frameworks.
• Must demonstrate a recovery-oriented framework.
• Valid driver’s license required.

Preferred Qualifications

• At least five years’ experience in the management of accounting/fiscal activities of a business or governmental program and/or a Master’s degree in a related field.
• Previous grant experience.