Dept of State Health Services
Grants and Contracts Coordinator
Dept of State Health Services, Austin, Texas, us, 78716
Job Description:Grants and Contracts Coordinator
The Grants and Contracts Coordinator works under the Grants Team Supervisor in the Operations and Business Services Unit (OBS) in the Regional and Local Health Operations Division (RLHO). This position is eligible for a hybrid work schedule where the selected candidate may work remotely part of the time and in the office part of the time. Selected candidates must be able to report to the Austin, Texas office location as directed to fulfill essential job functions.
Primary Responsibilities:•Develops and implements programmatic activities related to Division contracts, memos, and requests for funding.•Provides leadership in determining program priorities and funding local and regional activities. Initiates evaluation of grants, budgets, and program expenditure data, tracks Division contracts, and works with partners to initiate renewals.•Produces grant applications and progress reports, participates in requests for proposals that obtain federal funding, and works to make state and federal funding available to RLHO organizations and other agencies.
This position will be working closely with internal and external groups to complete essential job functions. Candidates must have excellent verbal and written communication skills including the ability to produce information in an understandable format, project management skills, problem-solving skills, critical thinking skills, time-management skills to organize, prioritize, and effectively manage multiple projects and deadlines, and the ability to lead teams, facilitate work groups, and collaborate effectively with a variety of stakeholders.
Essential Job Functions:(30%) Coordinates programmatic work related to RLHO Division contracts, memos, and agreements. Serves as subject matter expert on local health entity (LHE) contracts, including those funded by the Public Health Infrastructure grant (PHIG). Coordinates the development of work for contracts and requests for proposals. Ensures completion of contract reviews and approvals following agency guidance and coordinates activities to ensure consistency across the division and agency. Researches, prepares, and presents reports on contract activities and expenditures to management as needed.
(20%) Provides consultative services and technical assistance to ensure clarity and compliance with contract requirements. Monitors contractors for compliance with programmatic pieces of contracts, including tracking, reviewing, and synthesizing required reports from contractors. Conducts contract monitoring meetings and site visits as needed.
(30%) Assists supervisor with preparing, submitting, and tracking RLHO Division grant applications/proposals. Performs internal program research and develops written goals, objectives, and work plans, statements of need, evaluation plans and implementation plans, budget justifications, and supporting documentation for federal grant applications. Manages processes to obtain program information required in grant applications. Obtains and analyzes project costs and prepares budget justifications and budget revisions that meet federal, state and agency guidelines, for multi-million-dollar grant applications and smaller, project-specific grants. Provides management and public administration oversight support for federal and state budgets, including coordination for development and redirection of funds. Coordinates the development and submission of grant-required reports. Participates in audits as needed.
(15%) Tracks requirements, due dates, and renewals for contracts, grants, and other deliverables to ensure proactive initiation and timely completion. Assigns, prepares, and submits assignments related to RLHO contracts and grants. Prepares written project updates, summaries, reports, and other programmatic documents. Documents and develops contract and grant processes and procedures and trains staff as needed.
(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 Plan (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. To perform these job duties, this position may require working the extra hours needed to meet defined deadlines and support the agency's mission critical reporting requirements.
Knowledge Skills Abilities:Knowledge of performance measures and grant funding activities and state and federal laws, regulations, policies, procedures, and processes relating to contracts and grants administration.
Skill in developing and monitoring program or project budgets, tracking deliverables and timelines, preparing and monitoring grants, and using computer application software such as Microsoft Office Suite (Excel, Word, etc.).
Ability to research, interpret, and evaluate policies and procedures, legal documents such as contracts, and devise solutions to problems.
Registration or Licensure Requirements:•Valid driver's license•Certified Texas Contract Manager (CTCM) certification required within one year of start date for this position.
Initial Selection Criteria:1. Bachelor's degree in accounting, finance, business, public administration, or a related field preferred.2. Experience in the administration, development, coordination, or monitoring of grants or contracts.
Additional Information:•The full salary range may not be offered due to budget constraints.•RLHO Operations and Business Services Unit offers up to 4 days telework to its team members, this position's ability to telework will be determined by leadership and all telework policies. The position will be required to report to the office, as directed, to fulfill essential job functions. Selected applicants must have a home office location free from distraction, the ability provide personal home internet service, and the ability to ensure confidentiality in the workplace.•A skills test will be administered at the time of interview.
MOS Code:OS, YN, YNS, 611X, 612X, 641X, 712X, OS, YN, OSS, PERS, 8U000, 16GX, 60C0, 63G0, 86M0, 86P0, 88A0, 88B0
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
I-9 Form - Click here to download the I-9 form.
In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.
Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS
The Grants and Contracts Coordinator works under the Grants Team Supervisor in the Operations and Business Services Unit (OBS) in the Regional and Local Health Operations Division (RLHO). This position is eligible for a hybrid work schedule where the selected candidate may work remotely part of the time and in the office part of the time. Selected candidates must be able to report to the Austin, Texas office location as directed to fulfill essential job functions.
Primary Responsibilities:•Develops and implements programmatic activities related to Division contracts, memos, and requests for funding.•Provides leadership in determining program priorities and funding local and regional activities. Initiates evaluation of grants, budgets, and program expenditure data, tracks Division contracts, and works with partners to initiate renewals.•Produces grant applications and progress reports, participates in requests for proposals that obtain federal funding, and works to make state and federal funding available to RLHO organizations and other agencies.
This position will be working closely with internal and external groups to complete essential job functions. Candidates must have excellent verbal and written communication skills including the ability to produce information in an understandable format, project management skills, problem-solving skills, critical thinking skills, time-management skills to organize, prioritize, and effectively manage multiple projects and deadlines, and the ability to lead teams, facilitate work groups, and collaborate effectively with a variety of stakeholders.
Essential Job Functions:(30%) Coordinates programmatic work related to RLHO Division contracts, memos, and agreements. Serves as subject matter expert on local health entity (LHE) contracts, including those funded by the Public Health Infrastructure grant (PHIG). Coordinates the development of work for contracts and requests for proposals. Ensures completion of contract reviews and approvals following agency guidance and coordinates activities to ensure consistency across the division and agency. Researches, prepares, and presents reports on contract activities and expenditures to management as needed.
(20%) Provides consultative services and technical assistance to ensure clarity and compliance with contract requirements. Monitors contractors for compliance with programmatic pieces of contracts, including tracking, reviewing, and synthesizing required reports from contractors. Conducts contract monitoring meetings and site visits as needed.
(30%) Assists supervisor with preparing, submitting, and tracking RLHO Division grant applications/proposals. Performs internal program research and develops written goals, objectives, and work plans, statements of need, evaluation plans and implementation plans, budget justifications, and supporting documentation for federal grant applications. Manages processes to obtain program information required in grant applications. Obtains and analyzes project costs and prepares budget justifications and budget revisions that meet federal, state and agency guidelines, for multi-million-dollar grant applications and smaller, project-specific grants. Provides management and public administration oversight support for federal and state budgets, including coordination for development and redirection of funds. Coordinates the development and submission of grant-required reports. Participates in audits as needed.
(15%) Tracks requirements, due dates, and renewals for contracts, grants, and other deliverables to ensure proactive initiation and timely completion. Assigns, prepares, and submits assignments related to RLHO contracts and grants. Prepares written project updates, summaries, reports, and other programmatic documents. Documents and develops contract and grant processes and procedures and trains staff as needed.
(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 Plan (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. To perform these job duties, this position may require working the extra hours needed to meet defined deadlines and support the agency's mission critical reporting requirements.
Knowledge Skills Abilities:Knowledge of performance measures and grant funding activities and state and federal laws, regulations, policies, procedures, and processes relating to contracts and grants administration.
Skill in developing and monitoring program or project budgets, tracking deliverables and timelines, preparing and monitoring grants, and using computer application software such as Microsoft Office Suite (Excel, Word, etc.).
Ability to research, interpret, and evaluate policies and procedures, legal documents such as contracts, and devise solutions to problems.
Registration or Licensure Requirements:•Valid driver's license•Certified Texas Contract Manager (CTCM) certification required within one year of start date for this position.
Initial Selection Criteria:1. Bachelor's degree in accounting, finance, business, public administration, or a related field preferred.2. Experience in the administration, development, coordination, or monitoring of grants or contracts.
Additional Information:•The full salary range may not be offered due to budget constraints.•RLHO Operations and Business Services Unit offers up to 4 days telework to its team members, this position's ability to telework will be determined by leadership and all telework policies. The position will be required to report to the office, as directed, to fulfill essential job functions. Selected applicants must have a home office location free from distraction, the ability provide personal home internet service, and the ability to ensure confidentiality in the workplace.•A skills test will be administered at the time of interview.
MOS Code:OS, YN, YNS, 611X, 612X, 641X, 712X, OS, YN, OSS, PERS, 8U000, 16GX, 60C0, 63G0, 86M0, 86P0, 88A0, 88B0
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
I-9 Form - Click here to download the I-9 form.
In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.
Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS