Grant Coordinator

Job Description:
Grant Specialist IV
Performs advanced (senior-level) grant development, coordination, and administrative work. Provides consultation and technical assistance requiring specialized knowledge of federal and state finance and grant administration with a focus on managing the federal grant portfolio of the Department of State Health Services (DSHS) Ryan White HIV/AIDS Program (RWHAP) Part B-related grants and other HIV grants as assigned. Analyzes detailed, technical, and instructional text, makes recommendations and provides guidance on successful grant development and submission for both new grant opportunities and renewal opportunities. Organizes and leads cross-functional workgroups; establishes strong working relationships with colleagues for the successful outcome of grant activities such as creating work plans, timelines or budgets, identifying other grant-related objectives, attending meetings, and responding to any information requests. This position will be responsible for gathering and analyzing information concerning overall grant project costs and preparing budget justifications and any necessary budget revisions including tracking expenditures and providing regular updates on budget status. This position will be required to ensure that work plans, deliverables, timelines, and due dates are completed despite other competing Unit and Section priorities.

The position works under minimal supervision of the HIV Care and Medications Unit Director of the HIV/STD Section in the Division for Infectious Disease Prevention (IDP) with extensive latitude for the use of initiative and independent judgment. Essential Job Functions:
30% Performs highly advanced (senior-level) work providing guidance and technical assistance requiring specialized knowledge of federal and state finance and grant administration and policies for the application and administration of grants, policies, and procedures including providing resolutions to grant-related issues and concerns. Works closely with DSHS Funds Coordination and Management Branch on grant actions. Coordinates and submits required federal grant program reports and work plan updates as required and ensures compliance with federal legislative requirements. Assists leadership in responding to HRSA, legislative, and stakeholder inquiries and requests related to grants. Actively monitors current grants within the portfolio for upcoming grant actions such as non-competing continuations, competing continuations, semi-annual and annual reports, carryforward requests and other prior approvals, and closeout actions. Advises program staff by providing technical assistance and consultation regarding specific procedures, approvals, and documentation, to include activities to be completed for successful submission of grant actions. Completes DSHS Contract Management Section forms for new procurement and renewal contracts. Reviews and approves contractor invoices as assigned. Leads meetings both internal and cross-functional to monitor progress toward deliverables and adherence to work plans and provides technical assistance.

30%-Prepares budget justifications and budget revisions and coordinates the review and analysis of project costs and expenditures. Tracks expenditures and provides regular updates on budget status. Contributes to and completes complex finance and budget assignments. Compiles and analyzes reports to illustrate individual project grant revenue, expenditures, state match, and maintenance of effort requirements to facilitate decision-making and fiscal oversight for internal and external stakeholders. Provides fund coding for requisitions as needed. Compiles data for detailed, comprehensive, routine, and specialized analysis, reports, and projects to provide executive leadership a thorough understanding of grant or pro-rata share programs for decision-making purposes.
25%-Researches, reviews, and analyzes notices of funding opportunities and implements protocols to determine grant worthiness by compiling key decision-making information and collaborating with key program staff. Analyzes detailed, technical, and instructional text to make recommendations and provides guidance on successful grant development and submission for both new grant opportunities and renewal opportunities. Identifies stakeholders for the cross-division team that will have primary responsibility for the development of the grant application. Leads cross-functional workgroups for timeline development, program narrative development, document preparation approach, definition of roles and responsibilities for specific team members, and development of procedures for completing identified unique requirements of the funding opportunity. Proactively applies subject matter experts’ knowledge of additional federal and state laws, rules and regulations, policies, and procedures necessary for normal program operations for consideration as the grant proposal is in development. Identifies if a proposal will benefit from the input of an additional subject matter expert and recommends workable solutions or remedies when potential barriers to successful submission are identified, communicates appropriate solutions to overcome barriers to the development team; reviews final draft documents and draws upon expertise to ensure the proposal is responsive to the opportunity, clear in its intent, and compiled accurately and per the notice of funding opportunity; provides constructive feedback to strengthen a proposal after careful review and analysis of the compiled final proposal; ensures all documents comply with the notice of funding opportunity, federal and state law, rules and regulations, and DSHS and HHSC policy and are approved by HIV/STD Section leadership before submission to the federal agency.
5%-Assists the Operations Unit Director and HIV Care and Medications Unit Director by contributing to the design, development, coordination, and presentation of training regarding law, rule, regulation, policy, procedures, cradle to grave management of grants to achieve program goals with a trained and knowledgeable workforce. Assists leadership with development of policies and procedures. Organizes and maintains records and files electronically by expertly using hardware and software applications to include, MS Word, Outlook, SharePoint, MS Excel, MS Access, and Adobe Acrobat Professional. Maintains hard copies of documents as needed.
5%-Integrates other duties or workload as assigned; serves on workgroups or service improvement teams, as required; identifies and assembles documentation to support federal and state auditors as requested by the Operations Unit Director and HIV Care and Medications Unit Director. Collaborates with colleagues to continually review, improve, and/or ensure the integrity of grant application information. Monitors customer satisfaction with the grants process.
5%-Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency's obligations for disaster response and/or recovery or continuity of operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.
Knowledge Skills Abilities:
Knowledge of grants and contract management practices.
Knowledge of grant writing, preparation, processing, and management.
Knowledge of public administration and management techniques.
Knowledge of program planning and implementation.
Knowledge of budgeting processes and/or financial management/accounting
Knowledge of training techniques.
Skilled in the use of various software applications such as SharePoint, MSWord, Excel, Access, PowerPoint, Adobe Acrobat Professional, and Grants Tracker Database.
Skill in grant preparation, development, evaluation, and monitoring.
Skill in report writing.
Skill in budget development and monitoring.
Skilled in dealing tactfully with other people.
Skilled in managing high-stress situations and multiple competing deadlines.
Skilled in designing, creating, and publishing forms, tables, graphs, documents, spreadsheets.
Skilled in effective decision making.
Ability to interpret guidelines, policies, procedures, and regulations
Ability to evaluate fiscal data for reasonableness, necessity, and conformity with grant requirements
Ability to follow verbal and written instructions.
Ability to gather, assemble, correlate, and analyze facts.
Ability to devise solutions to problems.
Ability to develop and evaluate policies and procedures.
Ability to prioritize assignments and meet work deadlines.
Ability to communicate effectively, both verbally and in writing.
Ability to establish and maintain effective working relationships with supervisor, staff, management, other state agencies, key stakeholders, and the public.
Ability to work independently on difficult or complex business tasks with minimal supervision.
Ability to evaluate situations and make judgment decisions on time.

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