DEPT OF HEALTH SERVICES

Address:  150 N 18th Ave, Phoenix, AZ 85007

This Posting is for Current Internal ADHS Applicants ONLY.

Salary: $70,000 

Grade: 23

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.

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.

Knowledge of:
- Management of federal grants, including knowledge of laws, rules, regulations and standards governing the use of Federal & State funding awards.
- Policies, procedures funding mechanisms for complex governmental financial operations including appropriations, grants and fee based finances.
- Governmental accounting principles and practices, financial reporting and analysis; internal control, audits and fiscal management.
- Comprehensive knowledge of, or the ability to learn reference materials such as federal regulations, Arizona Revised Statutes, applicable agency manuals, and policies and procedures.
- Performance Management (PM), and Continuous Quality Improvement (CQI) and Lean methodologies.
-Knowledge of basic budget development and financial management principles.
-Performance Management (PM), and Continuous Quality Improvement (CQI) and Lean methodologies.

Skill in:
- Facilitating, organizing and coordinating stakeholders across different divisions with different priorities.
- Analyzing and organizing complex funding applications and work plans.
- 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.
- Extensive communication and interpersonal skills in presenting complex issues with diverse audiences.
- Project management, strategic planning, technical writing, program development, and implementation of policies and procedures
- Skill in meeting facilitation and coordination.

Ability to:
- Analyze, interpret and communicate grant & financial data
- Advanced communication skills - oral and written for effective communication with all stakeholders on deadlines and decisions.
- Advanced interpersonal skills - ability to work and be productive in one-on-one and group settings.
- Prioritize multiple tasks, projects and activities to ensure timely completion
- 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 maintain confidentiality.
- Ability to adapt to changing priorities and deadlines.
- Ability to demonstrate attention to detail.
- Ability to learn and utilize new software and systems.
- Ability to develop and maintain positive working relationships.

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.

This Posting is for Current Internal ADHS Applicants ONLY.

Driver's 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

Learn more about the Paid Parental Leave 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 emailing nicole.zawacki@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.