WHITE MOUNTAIN APACHE BEHAVIORAL HEALTH SERVICES, INC. JOB DESCRIPTION

POSITION: GRANTS/DATA COORDINATOR CLASSIFICATION CODE: EXEMPT FULL TIME DEPARTMENT: PREVENTION SERVICES

REPORTS TO: GRANTS/DATA PROGRAM MANAGER

STATEMENT OF JOB: The Grants/Data Coordinator supports the effective management of grants and program data across Apache Behavioral Health Services (ABHS). This role ensures compliance with federal, state, and tribal requirements, maintains accurate and secure databases, and provides timely reporting to funders and internal leadership. The Grants/Data Coordinator assists in preparing proposals, managing deadlines, and supporting program teams with the data and documentation needed to demonstrate program effectiveness.

This position works closely with the Grants/Data Program Manager, and strengthens Prevention Services by maintaining data integrity, supporting timely reporting, and ensuring that grant-funded activities are consistent with program goals and funder expectations.

DUTIES AND RESPONSIBILITIES:

1.      Grant & Compliance Support

•         Assist the Grants/Data Program Manager with proposal development, including compiling attachments, formatting narratives, and verifying compliance with funder guidelines.

•         Maintain updated grants calendar for application deadlines, reporting schedules, and site visit requirements.

•         Gather and organize programmatic and financial information to support accurate grant reporting.

•         Ensure supporting documentation (e.g., outcome data, success stories, budget attachments) is complete and ready for submission.

2.      Data Management, Technology, & Reporting

•         Develop, manage, and maintain spreadsheets to track budgets, outcomes, timelines, and compliance deliverables; create and troubleshoot equations and formulas to ensure accuracy.

•         Utilize Microsoft Office Suite (Excel, Word, Outlook, Planner, To-Do List, SharePoint, Teams, OneDrive, Etc.) and other tools to organize, store, and manage documentation electronically.

•         Support the development of digital filing systems to improve efficiency, accessibility, and compliance with record retention standards.

•         Produce required reports for funders, including both narrative updates and quantitative data.

•         Assist with using or customizing technology-based tools (databases, apps, or dashboards) to streamline reporting and documentation processes; demonstrate willingness and ability to learn new software.

•         Conduct quality checks on data to ensure accuracy, confidentiality, and compliance.

3.      Program Support

•         Assist grant program staff with data collection tools, tracking systems, and reporting templates.

•         Support documentation for special projects, community outreach, and program initiatives.

•         Provide logistical support for site visits, training sessions, and compliance reviews.

4.      Collaboration & Communication

•         Work closely with Grants/Data Program Manager, Assistant Director of Prevention Services, Program Managers and program staff to ensure accurate, timely information flow.

•         Communicate effectively with internal teams to ensure grant deliverables are met.

•         Represent ABHS positively in all interactions with staff, funders, and community partners.

5.      Other Duties

•         Participate in departmental training, orientation, and quality assurance initiatives.

•         Uphold ABHS policies, procedures, and standards of confidentiality.

•         Perform additional duties as assigned by the Grants/Data Program Manager or Prevention Services leadership.

•         Ability to regularly change priorities to accomplish tasks with frequent interruptions.

•         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.

KNOWLEDGE, SKILLS AND ABILITIES:

1.      Advanced proficiency with Microsoft Excel (formulas, equations, pivot tables, data validation) and strong ability to learn and adapt to new technology platforms.

2.      Proficiency in the full Microsoft Office Suite (Word, Outlook, Planner, To-Do List) and comfort using tools such as SharePoint, Teams, and OneDrive for electronic file management.

3.      Knowledge of grant funding requirements at the local, state, federal, and tribal levels.

4.      Ability to develop, manage, and maintain spreadsheets to support budget tracking, outcome measurement, and compliance deliverables.

5.      Strong data management and reporting skills, including ability to analyze and present data clearly.

6.      Effective written and verbal communication skills.

7.      Strong organizational skills and ability to manage multiple priorities with attention to detail.

8.      Ability to work independently and collaboratively within a team.

9.      Creativity and resourcefulness in problem solving, with a demonstrated ability to find innovative ways to meet program needs and support service delivery.

10.  Knowledge of mental health services and programming, with sensitivity to the needs of the populations served.

11.  Critical thinking and problem-solving skills related to compliance, reporting, and program support.

12.  Ability to positively represent the agency to a variety of audiences.

PERFORMANCE STANDARDS:

•         Strict adherence to confidentiality and compliance requirements.

•         Timely and accurate completion of data, reporting, and grant support tasks.

•         Consistent professionalism, collaboration, and accountability.

•         Contribution to Prevention Services’ mission and objectives through accurate and effective grant/data support.

•         Upholds the vision, mission and values of ABHS while providing high quality, comprehensive and innovative mental health care of Indian people.

•         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.

•         Performs other job related functions and activities as requested/required.

MINIMUM QUALIFICATIONS:

1.      Bachelor’s degree in business, health and human services, data management systems or related field; OR 4 years combination of relevant education and equivalent work experience.

2.      Experience with data collection, entry, analysis, and compliance reporting.

3.      Ability to pass fingerprint clearance, background check, and required pre-employment testing.

4.      Valid Ariona Driver’s License and reliable transportation.

5.      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.

6.      Knowledge of the Arizona Behavioral Health System, and Federal and State regulatory agencies.

Preferred:

1.      At least 3 years’ experience working with Native Americans communities.

2.                Advanced Excel skills and familiarity with Adobe software

**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).

ESSENTIAL FUNCTIONS

The physical characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.

Constant: standing. Frequent: repetitive use of hand, walking, standing, bending neck and waist, squatting, climbing, kneeling, twisting neck and waist, simple grasping of left and right hand, power grasping right and left hand, fine manipulation right and left hand, pushing and pulling right and left hand, reaching above shoulder level, reaching below shoulder level, lifting objects weighing up to 25 pounds from below the waist to a height of 3 feet.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. The employment is considered “at will” and agree that employment can be terminated with or without cause and with or without notice at any time at the option of either the employee or the company.