WHITE MOUNTAIN APACHE BEHAVIORAL HEALTH SERVICES, INC.
POSITION: GRANT/DATA COORDINATOR
CLASSIFICATION CODE: GRANT FUNDED
DEPARTMENT: PREVENTION SERVICES
REPORTS TO: ASSISTANT DIRECTOR OF PREVENTION SERVICES
STATEMENT OF JOB: This position coordinates the planning, and organization, and preparation of various grants and data reporting. This position interacts with administrative staff to ensure grants and data collection comply, adhering to all Federal, State, Tribal laws and regulations, the specific requirements of payor sources, and IHS 638 contracted service. The Grant/Data Coordinator ensures compliance to all monitoring and performance measurements through planning, designing, implementing, and maintaining the compliance program for Apache Behavioral Health Services. This position provides primary accounting and record-keeping functions for grant monitoring, compliance, and financial reports of awarded grants through their final closing. Works directly with Assistant Director of Prevention Services and grant team and other designated personnel to ensure accurate status of current and upcoming grants. Provide fiscal management for various grants. Areas of responsibility include, but are not limited to, budget development, financial statement analysis, budget amendments, and compliance with grant policies and procedures. Compliance includes assistance with purchasing, operations within approved budgets, and grant requirements.
DUTIES AND RESPONSIBILITIES:
- Assures the planning operation, integrity, coordination, and quality of services rendered at ABHS meet all applicable laws, rules, and regulations.
- Coordinates the planning, preparation of grant proposals for one or more departments; provides guidance and assistance to Assistant Director of Prevention Services and other designated personnel in the interpretation of funding agency regulations and requirements.
- Develops and maintains specialized databases and systems for recording and tracking grant proposals, awards, and related statistical information; creates and distributes standard and special reports, studies, summaries, and analyses, as required.
- Maintains currency of knowledge of grant funding polices, regulations, and procedures; disseminates and/or presents changes to departments and advises on the implementation of changes, and on the impact of changes on funded operations.
- Maintain and manage highly confidential client database. Work with database vendor to improve and troubleshoot as needed.
- Trains, develops, implements, and ensures compliance to standard operating procedures and guidelines regarding data collection, data entry, confidentiality, records management system and organization of program processes and procedures.
- Plans, organizes, and coordinates budget forecasting and monitoring.
- Prepares or assists with monitoring expenses and drawing down of funds.
- Responsible for grant data entry and accuracy as they relate to grants for grant department.
- Work with department directors to ensure communication and timely grant-related reports.
- May be required to assist in other clerical accounting functions as it relates to grant data entry
- Work with Directors and Program Managers to develop a comprehensive budget that documents assumptions
- Provide financial statement analysis on a minimum of a quarterly basis to include flagging areas where income is below, or expenses are above projected levels for interim periods and annual budget.
- Review budget amendments, journal entries, and financial status reports.
- Provide a schedule of Budget & Finance due dates so they can schedule work efforts for timely completion of reporting and compliance activities.
- Assist Programs in setting up the financial structure necessary to administer grants effectively.
- Work with Programs to assure compliance with Tribal policies on procurement and purchasing.
- Assists in creating or revising client tracking logs, assessments, brochures and or necessary forms.
- Manages data processing, including data tracking, data entry and document processing.
- Ability to regularly change priorities to accomplish tasks with frequent interruptions.
- Keep statistical information on clients such as demographics and services/referrals received via daily and monthly reports and forms provided by other staff.
- Provide regular, required reports to funders, including narrative responses and quantitative data from the database.
- Work with Assistant Director of Prevention, Clinical Director and Grant Team and other staff to coordinate the timely submittal of grant and other reports.
- Maintain the online, accessible grant calendar of relevant grant deadlines (application, compliance activities, reporting, etc.).
- Assist Assistant Director of Prevention, Clinical Director and Grant Team and other staff with needed grant research on potential funding opportunities.
- Ability to clearly communicate verbally, read, write, see, and hear to perform essential functions. Maintain and manage highly confidential client database. Work with database vendor to improve and troubleshoot as needed
- Participates in departmental orientation, on the job training and quality assurance programs/initiatives.
- Provides positive role model to staff, clients and community partners through leadership, self-discipline, integrity and genuine care for recovery and growth.
- Abide by all applicable policies, procedures, and program standards of ABHS, White Mountain Apache Tribe, Indian Health Services, Arizona Health Care Cost Containment System (AHCCCS) and other pertinent regulatory authorities.
- Participation in all required ABHS training.
- Reports/attends work in timely manner. Must be reliable and communicate directly with supervisor in all matters of attendance.
- Other duties as assigned.
KNOWLEDGE SKILLS & ABILITIES
- Knowledge of applicable state, federal, licensing, and regulatory standards including, but not limited to: IHS, DHS and CMS.
- Knowledge of the regulations and standards of patient rights.
- 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 analysis and reports.
- Database management skills.
- Knowledge of grant funding policies and procedures and applicable local, state, federal and tribal regulations.
- Ability to utilize database programs and run data queries.
- Knowledge of the principles, practices, and methods of utilization review.
- Ability to concisely document patient information in a timely manner.
- Ability to apply critical thinking and problem solving skills to complex multifaceted service are for improving efficiencies, operational activities, and cost effectiveness.
- Ability to positively represent the agency to a variety of audiences.
- Ability to utilize effective communication and listening skills to positively influence a variety of audiences.
- Ability to utilize effective communication and problem-solving skills to effectively identify issues, concerns and interests and provide effective solutions.
- Skills in critical thinking and problem solving related to developing integrated strategies.
- Strictly adheres to the principle of confidentiality.
- Upholds the vision, mission, and values of ABHS while providing high quality, comprehensive and innovative mental health care of Native American people.
- Understands and follows safety standards in all aspects of performance of the above functions, reports and/or removes unsafe environmental equipment and attends safety education session.
- ABHS employees are expected to adhere to ABHS’s service standards and organizational values in all their interactions with ABHS clients, other individuals, and fellow employees.
- Demonstrates commitment to ongoing personal and professional development.
- Demonstrates professional in all interactions by projecting positive attitude to job, workplace, and others.
- Ability to work independently and as a program team member.
- Performs other job-related functions and activities as requested/required.
- Knowledge of general accounting principles
- Bachelor’s degree in business, health and human services, data management systems or related field or 4 years of relevant combination of education and equivalent work experience.
- Knowledge of data collection and analysis techniques in health/human services.
- Experience with data entry, data analysis, and creating data-based reporting.
- Excellent written and oral communication skills.
- Strong interpersonal skills with an ability to work effectively with a wide range of people, teams, managers, supervisors, and vendors.
- Must have knowledge and experience in adhering to Federal, State and Tribal laws and regulations pertaining to HIPAA, confidentiality, fraud and abuse, corporate compliance, and all other pertinent laws, regulations, and requirements.
- Knowledge of the Arizona Behavioral Health System, and Federal and State regulatory agencies.
- Demonstrate critical thinking, problem-solving and organizational and time management skills with ability to work independently, with flexibility within prescribed deadlines.
- Microsoft Office proficiency, including familiarity with Adobe software and expert skills with MS Excel.
- Valid Arizona Driver’s License and reliable transportation.
- Ability to pass all pre-employment testing, including, but not limited to, fingerprint clearance and background check.
- At least 3 years’ experience collaborating with Native Americans.
- Must have a valid driver’s license and reliable transportation.
**NOTE: Preference in filling vacancies is given to qualified Indian candidates in accordance with the Indian Preference Act (Title 25, U.S. Code, Section 472 and 473).