Grant Coordinator in CHEROKEE, North Carolina at Cherokee Indian Hospital Authority

Primary Function

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. Generates reports to evaluate activity and available funds. Assists with programmatic and fiscal reporting. Completes periodic and annual reporting to grantor agencies. Must have an extensive understanding of grant related federal and state rules, regulations, policies, and procedures. Must have outstanding verbal and written communication skills and an extensive knowledge of business administration and accounting practices.

Job Description

• 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.
• Facilitating communication between grantor agencies and internal departments.
• Assist 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, subcontracts for compliance with funding agency, federal, state, and CIHA requirements; prepares required acceptance documentation, 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.
• Supporting cross-functional teams in aligning grants goals with program outcomes.
• Representing 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.
• Training staff on grant compliance, reporting expectations, or data collection.
• Supporting department 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.
• Exercise self-care and emotional awareness of self to ensure practice of the CIHA Guiding Principles to ensure positive interactions in all activities.
• Will facilitate external Grant audits by planning and communicating with the state/federal agency and with all internal CIHA departments involved in the grant. Will ensure audit data is prepared and available for auditors and/or is 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.
• Identifying risks to grant performance or compliance and proposing mitigation strategies and notify leadership immediately
• Supporting sustainability planning for grant-funded programs.
• Performs other duties as assigned.

Education/Experience/Minimum Qualifications

• Minimum requirements include graduation from an appropriately 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
• Must have 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:

• 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.

Knowledge/Skills/Abilities

• Broad base of relevant technical knowledge and skills related to accounting and financial management and procurement systems, fund accounting experience desirable.
• Knowledge of local, state, and Federal guidelines of granting bodies such as NC Department of Health and Human Services, Substance Abuse and Mental Health Services Administration (SAMHSA), etc.
• Ability to develop and produce grants and other proposals.
• Ability to determine informational needs, to collect and analyze information, and to devise and develop statistical analyses and reports.
• Skills in organizing resources and establishing priorities.
• Ability to analyze and interpret financial data and prepare financial reports, statements, and projections.
• Ability to navigate financial reports, statements and projections.
• Basic knowledge of budgeting and fiscal management principles and procedures.
• Good research, data management, and statistical analysis skills.
• Knowledge of administrative rules and regulations regarding programmatic and financial aspects of grant agreements
• Ability to understand and implement administrative rules
• Detail oriented with excellent verbal, written and interpersonal skills.
• Microsoft Office Applications, proficiency in Excel and Word.
• Ability to determine appropriate boundaries with clients and maintain professional ethics in all situations.
• Utilizes grant management platforms and data systems to streamline reporting, compliance tracking, and performance monitoring.

Complexity of Duties

Job duties are of a moderate level of complexity, exercises some judgement and initiative to make independent decisions. Must be accountable for actions that may affect others in accomplishing the goals and objectives of the organization.

This position is responsible for assisting in maximizing the available resources to meet the behavioral health needs of the community.

Must have the ability to interpret policy, laws, and regulations to support leadership in making decisions when a precedent is not available.

Duties require the application of sound judgment and problem-solving skills in order to be effective.

Judgment often involves decisions that may have life-or-death consequences.

Must use professional judgment to interpret and prioritize to provide for the needs of CIH.

Must use problem-solving skills and be able to analyze data in performing job duties.

Must be able to communicate clearly with both verbally and in written communication.

Contact with Others

Internal professional contacts include the program directors, coworkers, auditors, governmental agencies, vendors, and the public to exchange and/or provide information. Interacts frequently with coworkers, hospital staff, patients, stakeholders, and other health professionals for the purpose of exchanging information, obtaining, or providing assistance. Serves on various local, community, and health committees, boards, and advisory councils, as appropriate. Interpersonal skills, including tact, courtesy, and professional conduct, are required to maintain positive working relationships. Utmost sensitivity and confidentiality is required when dealing with patients and families.

Confidential Data

The provision of medical care requires that the incumbent maintain strict appropriate confidentiality regarding all patient information. The employee will have access to patient records and highly confidential information and must function with utmost integrity to safeguard this information. The employee complies with EBCI policy on confidentiality of patient records, Cherokee Indian Hospital Authority Confidentiality policy, HIPAA, and other federal law requirements. Violations of confidentiality regulations may result in inter-disciplinary action and other action as allowed by federal regulations.

Mental /Visual/ Physician

Job duties can be mentally and emotionally stressful at times, given the complexity of the duties, management and supervision of staff, and the clinical areas being addressed with the people being served. Close mental concentration and attention to detail are required. Physical activities require the ability to be mobile, sit, reach, bend, and be in front of groups and deliver training for extended periods. Some physical exertion and stamina are required, such as those required to transport training materials or to travel. Must have visual acuity, manual dexterity, and the ability to speak and hear. Must be able to lift 30 lbs.

• Position requires: stand (under 1/3 time); walk (under 1/3 time); sit (to 2/3 time); talk or hear (over 2/3 time).
• Weight lifted or force exerted: Must be able to lift 30 lbs.
• Special vision requirements: Close vision (clear vision at 20 inches or less).

Environment

The employee works primarily in a hospital, inpatient, or outpatient clinical environment but may be required to work at other offices and locations. The work environment involves moderate risks of exposure to infectious disease, radiation, electrical hazards, and irritant chemical and explosive gases. Employees must strictly adhere to OSHA guidelines and protocol for maintaining sterile conditions.

Some travel is required. Infrequent overnight travel may be required for meetings or to attend training. Evening hours may be required for special events/trainings.

Extent of Supervision

General supervision required with responsibility for costs, methods of projects, and personnel. Must be accountable for actions that may affect others in accomplishing the goals and objectives of the facility.

Scope of Supervision

The incumbent is not a supervisor but may, on specific projects, direct one or two others in accomplishing the completion of the project.

Supervision Received

Works under the direct guidance of the Behavioral Health Operations Manager, where responsibilities and assignments are often broadly defined. Position must demonstrate considerable initiative and ability to work independently within applicable licensing regulations, where latitude for creative thinking, initiative, and discretion is given to achieve department goals and objectives. Position must communicate effectively with supervisor to ensure alignment with organizational goals, mission, vision, and values.

Responsibility for Accuracy

Failure to provide adequate services or to properly manage and direct activities could result in poor client outcomes, delays in patient treatment, and negative patient and community relations. Ineffective health planning could have adverse effects on the health status of the community by limiting access to necessary resources. The accuracy of data and research is critical in the allocation of tribal resources. The employee is responsible for adhering to the policy and procedure. Inappropriate actions or inaccuracies in judgment could result in improper diagnosis and treatment, serious liability for the tribe, or serious health risks to patients.

Emergency Privileges

In the case of an emergency, any member of the Medical Staff, to the degree permitted by his/her license, shall be permitted to do everything possible to save a patient’s life or save a patient from serious harm, regardless of the individual’s clinical privileges. This shall be defined as those situations in which a delay could result in serious harm or death and in which a more qualified member is not immediately available.

Customer Service

Consistently demonstrates superior customer service skills to patients/customers by demonstrating characteristics that align with CIHA’s guiding principles and core values. Ensure excellent customer service is provided to all patients/customers by seeking out opportunities to be of service.