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Grant Coordinator

4 months ago

Rapid City, United States Great Plains Tribal Leaders Health Board Inc Full time
Job DescriptionJob Description

Job Summary:

This position is responsible for supporting GPTLHB development goals by researching and identifying grant funding opportunities, preparing proposals and application documents, coordinating the application process, and completing follow-up requirements for the funding organizations and GPTLHB programs. The incumbent will coordinate a team of GPTLHB staff during the application process, from the initial notice of funding opportunity until funding program implementation.

Essential Functions:

  • Research potential funding sources and grant opportunities from federal, state, city government RFPs, private foundations, and corporate RFPS; remain up-to-date on funding opportunities with current and previous funders.
  • Gather proposal information by identifying sources of information, coordinating submissions and collections, and identifying and communicating risks associated with proposals.
  • Draft proposals, applications, and supporting documents, including letters of inquiry, Tribal Resolutions, MOUs, budgets, and presentations, based on funder and GPTLHB requirements.
  • Coordinate application requirements with team contributors and provide proposal and application status information at application team meetings.
  • Meet deadlines by establishing priorities and target dates for the application team to gather, write, review, and transmit per funder requirements.
  • Maintain a calendar to ensure timely submission of letters of inquiry, proposals, applications, and reports.
  • Maintain submission and award records in platforms such as SharePoint, Smartsheets, and GrantHub; update Excel comprehensive database as needed.
  • Maintain monthly grant program reporting system for grant deliverable activities and incorporate into assorted documentation for GPTLHB leadership and Board of Directors.
  • Prepares meeting agendas, notifications, and assembles packets of materials; records and prepares meeting minutes; processes post meeting documents.
  • Provides liaison with supervisor’s contacts within and outside the organization; obtains and disseminates information; conveys supervisor’s directions to subordinates and department staff. Obtains, compiles, and presents in suitable forma variety of materials related to the supervisor’s work; completes special assignments as assigned.
  • Creates, composes, edits, produces and/or distributes varied correspondence, reports, meeting minutes, notices and other materials, drafts or general instructions; obtains, organizes, and plans suitable presentation of content; reviews work for format consistency, grammatical construction, and typographical accuracy; presents finished materials for review, or distributes.
  • Establishes and maintains files, records, and other information sources related to work; keeps suspense file on recurring and other scheduled requirements for replies and reports.
  • Inputs data into computer database systems; retrieves, verifies, and corrects information from the computer system.
  • Obtains, compiles, and presents in suitable form a variety of materials; completes special assignments, as assigned; develop and utilize historical information; provide retrieval of information.
  • Gathers or searches for information from various documents; records information; makes adjustments or corrections; compares or verifies information; compiles data from source documents; computes numerical data.
  • Makes arrangements and coordinates travel schedules and reservations for meetings, training, and travel away from main work site location for department personnel.
  • Maintain positive relationships with funders and other development stakeholders.
  • Respond to internal and external queries on drafted and submitted proposals and applications; interact with funding organizations regarding the status of grant applications.
  • Study and understand the history, structure, objectives, and programs.
  • Update job knowledge by participating in educational opportunities and maintaining personal networks.
  • Must comply with federal laws and regulations as required by the Health Insurance Portability and Accountability Act (HIPAA).
  • Assist with coordination of reports.
  • Performs related duties.

Professional Behavior

  • Effectively plan, organize workload and schedule time to meet the demands of the position.
  • Work in a cooperative and professional manner with OHC and GPTLHB staff.
  • Treat Great Plains tribes and collaborators with dignity and respect.
  • Utilize effective verbal and written communication skills.
  • Advance personal educational development by attending training sessions and seminars as appropriate.
  • Exemplify excellent customer service with tribal stakeholders, health board colleagues, program partners, service recipients, visitors and guests.
  • Foster a work environment of wellness, courtesy, friendliness, helpfulness and respect.
  • Relate well and work collaboratively with coworkers and all levels of staff in a professional manner.
  • Consistently demonstrate respect for and acceptance of differing capabilities, cultures, gender, age, sexual orientation and/or personalities.
  • Maintain and ensure organizational privacy and confidentiality.
  • Handle crisis and tolerate stress professionally.
  • Be self-directed and take proactive initiative to assist others.
  • Resolve issues with other departments and coworkers without direct supervision if needed.
  • Exercise flexibility to alter plans/routines when situations require and continue to perform without projecting stress/frustration that would adversely affect the work environment.
  • Promote an alcohol, tobacco and drug-free lifestyle.
  • Embrace modes of appearance and attire that reflect a professional presence.
  • Adhere to GPTLHB policies and procedures.
  • Other duties as assigned by the Supervisor.

Requirements

  • Participates in Core Connections training and applies GPTLHB Core Connections concepts and practices in their work.
  • Exemplify excellent customer service with tribal stakeholders, health board colleagues, program partners, service recipients, visitors and guests.
  • Foster a work environment of wellness, courtesy, friendliness, helpfulness and respect.
  • Relate well and work collaboratively with coworkers and all levels of staff in a professional manner.
  • Familiarity and/or experience working with American Indian populations and respect for and knowledge of traditional, cultural and spiritual practices of diverse American Indian communities, as well as an ability to work with other culturally and ethnically diverse populations.
  • Consistently demonstrate respect for and acceptance of differing capabilities, cultures, gender, age, sexual orientation and/or personalities.
  • Maintain and ensure organizational privacy and confidentiality.
  • Must be able to handle crisis and tolerate stress professionally.
  • Must be self-directed and take proactive initiative to assist others.
  • Possess the ability to resolve issues with other departments and coworkers without direct supervision.
  • Able to exercise flexibility to alter plans/routines when situations require and continue to perform without projecting stress/frustration that would adversely affect the work environment.
  • Ability to maintain a flexible work schedule, including evenings, weekends and overnight or extended travel as necessary.
  • Ability to effectively present information in one-on-one and small group situations to community members, consumers and other employees of the organization.
  • Proficiency with computer programs (Word, Excel, PowerPoint) and other Internet technologies.
  • Valid driver’s license must be kept current, and certificates, credentials or licenses must be kept current and consistent with regulations required by applicable federal, state and/or grant regulations.
  • Ability to promote an alcohol-, tobacco- and drug-free lifestyle.
  • Embrace modes of appearance and attire that reflect a professional presence.
  • Adhere to GPTLHB policies and procedures.

Supervisory Controls

The supervisor makes assignments by defining objectives, priorities, and deadlines and assists the employee with unusual situations that do not have clear precedents. The employee plans and carries out the successive steps and handles problems and deviations in the work assignments in accordance with instructions, policies, previous training, scope of license/certification, or accepted practices in the occupation. Completed work is usually evaluated for technical soundness, appropriateness, and conformity to policy and requirements. The methods used in arriving at the end results are not usually reviewed in detail.

Guidelines

There are established procedures for doing the work, and a number of specific guidelines are available as a resource. The employee may be required to use judgment in locating and selecting the most appropriate guidelines, references, and procedures for application and in making minor deviations to adapt the guidelines to specific cases. The employee may also determine which of several established alternatives to use. Situations to which the existing guidelines cannot be applied or significant proposed deviations from the guidelines are referred to the supervisor.

Guidelines include GPTLHB, OHC, and department policies and procedures. These guidelines are generally clear and specific, and deviations must be authorized by the supervisor.

Complexity/Scope of Work

The work consists of related steps, processes, or methods. The decision regarding what needs to be done involves various choices that require the employee to recognize the existence of and differences among a few easily recognizable situations. Actions to be taken or responses to be made differ in such things as the source of information, the kind of transactions or entries, or other differences of a factual nature.

Contacts

The personal contacts are with employees throughout the organization and are generally engaged in different functions and kinds of work and may be representatives from various levels. Other personal contacts at this level include contact with partner organizations, Tribal affiliate organizations, and members of the general public.

The purpose is to plan, coordinate, or advise on work efforts or to resolve operating problems by influencing or motivating individuals or groups who are working toward mutual goals and who have basically cooperative attitudes.

Work Environment/Physical Demands

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

The work is sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying light items, such as papers, books, or small parts; or driving an automobile. The employee must be able to read, write, speak and hear.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Supervisory and Management Responsibility

This is a non-supervisory position that may provide functional direction, guidance, and instruction to other employees when necessary. This position possesses the authority to assign, coordinate, and review quality and quantity of work of other employees. Instructs employees in specific techniques or technical methods for accomplishing work assignments. The employee may perform the same type of work as other employees but may be responsible for the performance of the more technically difficult, controversial, or sensitive work assigned to the unit or group.

Education/Experience/Certificates/Credentials

  • Bachelor’s degree (in English, communications, or similar field) and one (1) year of experience, or associate’s degree and three (3) years of experience.
  • Must successfully pass a criminal and background check, and a pre-employment drug screen.

The GPTLHB is a tribal organization which follows tribal preference laws. It is our policy to give preference to qualified Indian/Tribal candidates over qualified non-native candidates in hiring decisions, if all other qualifications are equal.

Employment is contingent upon the outcome of all required criminal background checks.