Grants Coordinator Fiscal Compliance

Summary of Position:
The incumbent plans organizes and coordinates financial activities related to department grants ensuring compliance with federal guidelines and maintaining accurate records. Responsibilities include performing monthly audits to identify and mitigate financial risks supporting the separation of duties in managing grant fund expenditures and addressing compliance issues to prevent liabilities. Additionally the role involves implementing procedures to monitor and resolve potential errors or compliance violations while interacting with both internal staff and the public.

Primary Duties and Responsibilities:

• Manages and processes purchase requests for grant-funded programs ensuring expenses are allowable and within budget in collaboration with the Grants Compliance Specialist. It includes placing orders reconciling credit card statements coordinating with vendors and internal departments and maintaining accurate documentation of all transactions in SharePoint.
• Ensures proper delivery communicates with program staff and addresses any issues related to budget constraints or non-allowable expenses.
• Responsible for daily downloading coding and verifying invoices against authorized purchase amounts resolving discrepancies and ensuring timely submission to Accounts Payable. Includes monitoring payment status facilitating expedited processing for overdue invoices and maintaining communication with program staff and vendors regarding purchase and payment issues
• Grant Payment for SDOH or MHC Specialty Care/Prescription Referrals: oversees specialty payment requests by verifying budget availability coordinating with the PI/PD for service details and confirming Medicare-based reimbursement rates. On a monthly basis will reconcile referrals with payment records ensures accurate expense tracking and maintains thorough documentation in the grant folder.
• Responsible for weekly compliance activities: monitoring outstanding orders follows up with vendors on delayed items and ensures purchase card transactions stay within budget and are timed strategically. It also verifies proper grant coding uploads invoices coordinates with receiving departments and tracks payment timelines to meet vendor terms.
• Responsible for monthly compliance activities: managing grant-related credit card reconciliation by coding expenses uploading documentation to SharePoint and reporting any unauthorized charges. It also prepares monthly non-personnel expense reports organizes financial records by grant and monitors budget-to-actual performance to flag potential overspending or underspending.
• Contributes to the achievement of established department goals and objectives and adheres to department policies procedures quality standards and safety standards. Complies with governmental and accreditation regulations.
• Participate in meetings and on committees and represent the department and hospital and may participate in multidisciplinary quality and service improvement teams as required.
• May provide support to the Grant Compliance Specialist in the selection training and orientation of department staff.

Minimal Qualifications:

• Bachelor's degree in business administration or other business-related majors required
• One year of relevant professional-level work experience may be substituted for one year of required education.
• 3+ years experience in administrative functions accounting statistical analysis project management required
• One year of relevant education may be substituted for one year of required work experience.
• Medical Office hospital and/or ambulatory setting preferred

Licenses and Certifications

• Portfolio Management Professional (PMP) preferred or
• Certified Project Management Professional (PMP)-PMI preferred

Knowledge Skills and Abilities

• Working knowledge of Microsoft Office including Word Excel Teams SharePoint Viso and Access software applications
• Excellent verbal and written communication skills
• Problem solving customer service and time management skills
• Ability to confidentially manage PHI and PII documentation