DEPT OF HEALTH SERVICES

Address: 150 N. 18TH Avenue

Phoenix, AZ 85007

Salary: $58,500 

Grade: 21

The Grant Coordinator provides comprehensive administrative, reporting, and financial support for grant-funded programs, ensuring efficient and effective program operations and adherence to all applicable regulations and policies. Reporting to the Strategic Grants Administrator, this role is responsible for managing grant files, documentation, and databases, coordinating meetings and logistics, and maintaining accurate financial records. The coordinator prepares and submits timely reports to grant funders, monitors grant budgets, processes financial transactions, and analyzes data to track grant outcomes and performance. This position plays a critical role in maintaining compliance with financial and administrative requirements, ensuring the successful execution and reporting of grant-funded initiatives. This role is currently funded through November 30, 2027.

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.

Administrative - 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 - 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 - Serve 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 - 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 support the development and monitoring of grant budgets, ensuring adherence to funding guidelines and departmental financial policies. They will support the processing of financial transactions, including purchase orders, invoices, and expense reports, which will be led by the Strategic Grants Administrator and the respective Finance Manager. Tracking grant expenditures and analyzing budget variances, they will provide regular financial reports to program managers and stakeholders in partnership with the Finance Manager, 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 - 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.

Knowledge of:
- Grant, program, or project management principles and practices.
- Knowledge of community engagement and partnership development strategies.
- Knowledge of basic budget development and financial management principles.
- Understanding of federal, state, and local grant regulations and guidelines.
- Familiarity with public or health programs and services.
- Understanding of data collection and analysis methods.
-Knowledge of record keeping and documentation best practices.
- Performance Management (PM), and Continuous Quality Improvement (CQI) and Lean methodologies.

Skill in:
- Excellent written and oral communication, planning and problem solving, organization, detail orientation and priority setting skills.
- Strong organizational and time management skills.
- Skill in developing and maintaining effective partnerships.
- Leadership engagement in public health and cross-sector agencies/partners.
- Identifying strategies for process improvement.
- Proficient in budget development and financial tracking.
- Ability to analyze data and prepare reports.
- Proficiency in using Microsoft Office Suite (Word, Excel, PowerPoint) and Google Suite (Docs, Sheet, Slides).
- Skill in data entry and database management.
- Skill in problem-solving and decision-making.
- Skill in meeting facilitation and coordination.

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.
- Work independently and in team/group settings, conduct basic research, multi-task and adjust to changing priorities, meet deadlines on short time frames, prepare and deliver formal and informal presentations, and respond to high volume requests.
- Ability to maintain accurate and detailed records.
- Ability to demonstrate attention to detail.
- Ability to develop and maintain positive working relationships.
- Ability to interpret and apply grant guidelines and regulations.
- Ability to communicate effectively with diverse stakeholders.
- Ability to maintain confidentiality.
- Ability to adapt to changing priorities and deadlines.
- Ability to learn and utilize new software and systems.

Bachelor's degree in a related field is required, previous administrative coordination/management, project coordination, or grant coordination experience is preferred.

Driver license.

If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver’s License Requirements.

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

The State of Arizona provides an excellent comprehensive benefits package including:
− 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

By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.

Learn more about the Paid Parental Leave pilot program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

To help you build a financially secure future, the State makes monthly contributions to finance your retirement benefit. The State will contribute to the ASRS in an amount equal to your contribution. In other words, you and the State will each pay 50% of the total cost of the benefit. New State employees have a 27-week wait period for contributions to begin.

The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by email Tammy.Kaczmarek@azdhs.gov. Requests should be made as early as possible to allow sufficient time to arrange the accommodation. DHS is an Equal Employment Opportunity Employer. All newly hired employees will be subject to E-Verify Employment Eligibility Verification.