Grant & Data Coordinator

WHITE MOUNTAIN APACHE BEHAVIORAL HEALTH SERVICES, INC.
JOB DESCRIPTION
POSITION: GRANT/DATA COORDINATOR
CLASSIFICATION CODE: EXEMPT FULL TIME
DEPARTMENT: CLINICAL MANAGEMENT
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.
DUTIES AND RESPONSIBILITIES:
1. Assures the planning operation, integrity, coordination, and quality of services rendered at ABHS meet all applicable laws, rules, and regulations.
2. Coordinates the planning, preparation of grant proposals for one or more departments; provides guidance and assistance to Assistant Director of Prevention Services in the interpretation of funding agency regulations and requirements.
3. 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.
4. 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.
5. Maintain and manage highly confidential client database. Work with database vendor to improve and troubleshoot as needed.
6. 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.
7. Assists in creating or revising client tracking logs, assessments, brochures and or necessary forms.
8. Manages data processing, including data tracking, data entry and document processing.
9. Ability to regularly change priorities to accomplish tasks with frequent interruptions.
10. Keep statistical information on clients such as demographics and services/referrals received via daily and monthly reports and forms provided by other staff.
11. Provide regular, required reports to funders, including narrative responses and quantitative data from the database.
12. Maintain and calculate the Quarterly Client Surveys for reporting.
13. Be responsible for gathering needed programmatic and financial information for grant reporting.
Work with Assistant Director of Prevention Services and other staff to coordinate the timely
submittal of grant and other reports.
14. Maintain the online, accessible grant calendar of relevant grant deadlines (application, compliance
activities, reporting, etc.).
15. Assist Assistant Director of Prevention Services and other staff with needed grant research on
potential funding opportunities.
16. 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
17. Participates in departmental orientation, on the job training and quality assurance
programs/initiatives.
18. Provides positive role model to staff, clients and community partners through leadership, selfdiscipline,
integrity and genuine care for recovery and growth.
19. 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.
20. Participation in all required ABHS training.
21. Reports/attends work in timely manner. Must be reliable and communicate directly with supervisor
in all matters of attendance.
22. Other duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES:
1. Knowledge of applicable state, federal, licensing, and regulatory standards including, but not limited
to: IHS, DHS and CMS.
2. Knowledge of the regulations and standards of patient rights.
3. Ability to develop and produce grants and other proposals.
4. Ability to determine informational needs, to collect and analyze information, and to devise and
develop statistical analysis and reports.
5. Database management skills.
6. Knowledge of grant funding policies and procedures and applicable local, state, federal and tribal
regulations.
7. Ability to utilize database programs and run data queries.
8. Knowledge of the principles, practices, and methods of utilization review.
9. Ability to concisely document patient information in a timely manner.
10. Ability to apply critical thinking and problem-solving skills to complex multi-faceted service are for
improving efficiencies, operational activities, and cost effectiveness.
11. Ability to positively represent the agency to a variety of audiences.
12. Ability to utilize effective communication and listening skills to positively influence a variety of
audiences.
13. Ability to utilize effective communication and problem-solving skills to effectively identify issues,
concerns and interests and provide effective solutions.
14. Skills in critical thinking and problem solving related to developing integrated strategies.
PERFORMANCE STANDARDS:
• 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 Indian 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.
MINIMUM QUALIFICATIONS:
1. 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.
2. Knowledge of data collection and analysis techniques in health/human services.
3. Experience with data entry, data analysis, and creating data-based reporting.
4. Excellent written and oral communication skills.
5. Strong interpersonal skills with an ability to work effectively with a wide range of people, teams,
managers, supervisors, and vendors.
6. 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.
7. Knowledge of the Arizona Behavioral Health System, and Federal and State regulatory agencies.
8. Demonstrate critical thinking, problem-solving and organizational and time management skills
with ability to work independently, with flexibility within prescribed deadlines.
9. Microsoft Office proficiency, including familiarity with Adobe software and expert skills with
MS Excel.
10. Valid Arizona Driver’s License and reliable transportation.
11. Ability to pass all pre-employment testing, including, but not limited to, fingerprint clearance
and background check.
Preferred:

1. At least 3 years’ experience working with Native Americans.
2. 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).
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.