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Cherokee Indian Hospital Authority is an Equal Opportunity Employer (Minorities/Females/Disabled/Veterans).  To read more about this, view the EEO is the Law poster and this EEO is the Law Poster Supplement

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Grant Coordinator
Job Code:2019-08-027
FT/PT Status:Regular Full Time
Salary Minimum52,339
Salary Midpoint65,424
Position Closes:
Open Until Filled

Job Responsibilities & Qualifications:

Primary Function:

 Serves as liaison among hospital departments, sponsors, and direct program staff. Interprets both agency and departmental requirements, policies/procedures, and provides support to obtain newly available information on funding volume, timing of reports, fiscal issues and compliance with regulatory requirements. Independently makes decisions, authorizes actions, and manages the sponsored programs portfolio for assigned area. Generates reports to evaluate activity and available funds. Manages fiscal reports, assists the Leadership Team in determining funds available, and direct management of subcontracts ensuring proper grant expenditures. Completes periodic and annual reporting to grantor agencies. Must have an extensive understanding of related federal and state rules, regulations, policies, and procedures. Must have outstanding verbal and written communication skills and an extensive knowledge of business administration and accounting practices, including both budgetary and human resources management.


Job Duties and Responsibilities:

  • Coordinates the planning and preparation of grant proposals for one or more departments; provides guidance and assistance to staff in the interpretation of funding agency regulations and requirements.
  • Serves as a liaison between granting agencies and staff in preparation of and execution of grant applications and funding.
  • Reviews grant opportunities regularly to advise Leadership on potential opportunities.
  • Prepares and compiles all components of each grant submission, ensuring that the proposal is formatted, packaged, and submitted in accordance with the granting agency requirements.
  • Guides and facilitates management and staff in the development and preparation of research proposals, contracts, sub-contracts, and agreements, to include budgets, documentation, and interpretation of funding requirements.
  • Advises and/or assists as appropriate in the design, formatting and preparation of grant documentation, to include creating of computerized statistical summaries and/or graphics.
  • Analyzes and evaluates contract and grant budgets for correct calculation of expenditure categories such as salaries, percent of effort, salary adjustment increases, fringe benefits, indirect costs, materials, and equipment.
  • Analyzes and evaluates awarded proposals, contracts, and subcontracts for compliance with funding agency, federal, state, and CIHA requirements; prepares required acceptance documentation, recommends approval or rejection of deviations from contract specifications.
  • Coordinates receipt of awards and contract documentation; maintains proposal and funding records in database systems, and prepares scheduled and special reports, studies and analyses.
  • Establish, modify, and implement grant management policies and procedures, working collaboratively with other departments.
  • Establishes a workgroup as needed to evaluate efficacy of services provided or to address concerns or outcomes around service delivery of grant activities.
  • Directly monitors grant activities and grant funded staff, to ensure fidelity to grant funded services. Works closely with the team to build capacity for grant funded services.
  • Works directly with grant funded program staff to collect data on client outcomes for reporting. Enters data into required databases.
  • 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.
  • Monitors and coordinates the administration of post-award grants to ensure that budgeting and administrative policies, procedures, and agency requirements are being followed; manages administrative problems and/or budget changes occurring during the awarded granting period.
  • Performs reviews of data to complete monthly reconciliations.
  • Completes periodic reporting to leadership, functional team, and grantor at specified intervals, at least quarterly and annually.
  • Reviews rules, regulations, and requirements with regard to grant activities to ensure compliance with grantor and CIHA policies and procedures.
  • Participate in internal and external reporting and audit requirements.
  • Maintains files as required by grantor and CIHA policies.
  • Performs other duties as assigned.
  • Works to understand the high-risk population served and culturally appropriate/evidenced based approaches used to treat them.


Education /Experience:


  • Minimum requirements include graduation from an appropriately accredited four-year college or university in a related field and two years of experience in the management of administrative activities of a business or governmental program; or an equivalent combination of education and experience.
  • Preferred qualifications include at least five years experience in the management of accounting/fiscal activities of a business or governmental program and/or a Masters degree in a related field with post-award/departmental research administration experience.
  • Previous grant and contract experience is highly desirable.
  • Must have strong communication skills, accounting knowledge and MS Office skills.
  • Valid driver’s license required.


  • Leadership or supervisory experience preferred.



Job Knowledge:


  • Knowledge of local, state, and Federal guidelines of granting bodies such as NC Department of Health and Human Services, Substance Abuse and Mental Health Services Administration (SAMHSA), etc.
  • Ability to learn computerized treatment systems such as the Electronic Medical Record, RPMS and ability to maintain records and files manually and on the computer.
  • Knowledge of grant development and management principles.
  • Ability to develop and produce grants and other proposals.
  • Ability to determine informational needs, to collect and analyze information, and to devise and develop statistical analyses and reports.
  • Skills in the use of computers and related software applications, including word processing, spreadsheets, and database management.
  • Skills in organizing resources and establishing priorities.
  • Ability to analyze and interpret financial data and prepare financial reports, statements and projections.
  • Knowledge of budgeting and fiscal management principles and procedures.
  • Displays originality and initiative to complete daily performance of tasks.
  • Knowledge of principles, techniques, and practices, and their application to complex casework, group work, and community problems.
  • Knowledge of a wide range of medical, behavioral and psychosocial problems and their treatment.
  • Knowledge of governmental and private organizations and resources in the community.
  • Knowledge of the laws, regulations, and policies, which govern the program.
  • Skills in establishing rapport with a patient and in applying techniques of assessing psychological, behavioral, and psychosocial aspects of patients problems.
  • Willingness to learn more about Cherokee culture/population and to have considerations for this when identified.
  • Ability to establish and maintain effective working relationships with members of caseload and their families, other professional disciplines, and a variety of governmental and private resources and organizations in the community.
  • Ability to express ideas clearly and concisely and to plan and execute work effectively, both orally and in writing.


Complexity of Duties:

  • This position is responsible for assisting in maximizing the available resources to meet the behavioral health needs of the community.
  • Must have the ability to interpret policy, laws and regulations in order to make decisions when a precedent is not available.
  • Duties require the application of clinical judgment and problem solving skills in order to be effective.
  • Judgment often involves decisions that may have life or death results.
  • Must use professional judgment to interpret and prioritize to provide for the needs of CIH.
  • Must use problem-solving skills and be able to analyze data in performing job duties.
  • Must be able to communicate clearly with both verbally and in written communication.


Contact with Others:

Internal professional contacts include the program directors, coworkers, auditors, governmental agencies, vendors and the public to exchange and/or provide information. Interacts frequently with coworkers, hospital staff, patients, stakeholders and other health professionals for the purpose of exchanging information, obtaining, or providing assistance. Serves on various local, community, and health committees, boards and advisory councils, as appropriate. Interpersonal skills including tact, courtesy, and professional conduct are required to maintain positive working relationships. Utmost sensitivity and confidentiality is required when dealing with patients and families.


Confidential Data:

The provision of medical care requires that the incumbent maintain strict appropriate confidentiality regarding all patient information. The employee will have access to patient records and highly confidential information and must function with utmost integrity to safe guard this information. The employee complies with EBCI policy on confidentiality of patient records, Cherokee Indian Hospital Authority Confidentiality policy, HIPAA, and other federal law requirements. Violations of confidentiality regulations may result inter-disciplinary action and other action as allowed by federal regulations.


Mental /Visual /Physical Effort:

Job duties can be mentally and emotionally stressful at times given the complexity of the duties, management and supervision of staff and the clinical areas being addressed with the people being served. Close mental concentration and attention to detail are required. Physical activities require the ability to be mobile, sit, reach, bend, and be in front of groups and deliver training for extended periods of time. Some physical exertion and stamina is required such as required to transport training materials or to travel. Must have visual acuity, manual dexterity, and the ability to speak and hear. Must be able to lift 30 lbs.


  1. Position requires: stand (under 1/3 time); walk (under 1/3 time); sit (to 2/3 time); talk or hear (over 2/3 time).
  2. Weight lifted or force exerted: none.
  3. Special vision requirements: Close vision (clear vision at 20 inches or less).



The employee works primarily in a hospital, inpatient or outpatient clinical environment but may be required to work at other offices and locations. The work environment involves moderate risks of exposure to infectious disease, radiation, electrical hazards, irritant chemical and explosive gases. Employee must strictly adhere to OSHA guidelines and protocol for maintaining sterile conditions.


Some travel is required. Infrequent overnight travel may be required for meetings or to attend training.


Extent of Supervision:

General supervision required with responsibility for costs, methods of projects and personnel. Must be accountable for actions that may affect others in accomplishing the goals and objectives of the facility.


Scope of Supervision:

The incumbent is not a supervisor but may on specific projects, direct one or two others in accomplishing completion of the project.


Supervision Received:

Works under the direct guidance of the Recovery Services Manager, where responsibilities and assignments are often broadly defined. Position must demonstrate considerable initiative and ability to work independently within applicable licensing regulations where latitude for creative thinking, initiative and discretion are given to achieve department goals and objectives. Position must communicate effectively with supervisor to ensure alignment with organizational goals, mission, vision and values.


Responsibility for Accuracy:






Customer Service:




Emergency Privileges:

Failure to provide adequate clinical services or to properly manage and direct activities could result in poor client outcomes, delays in patient treatment, and negative patient and community relations. Ineffective health planning could have adverse effects on the health status of the community by limiting access to necessary resources. Accuracy of data and research is critical in the allocation of tribal resources. Employee is responsible for the adherence to policy and procedure. Inappropriate actions or inaccuracies in judgment could result in improper diagnosis and treatment, serious liability for the tribe, or serious health risks to patients.


Consistently demonstrates superior customer service to patients/customers by displaying Culture of Caring behaviors and skills. Ensure excellent customer service is provided to all patients/customers by seeking out opportunities to be of service.


In the case of an emergency, any member of the Medical Staff, to the degree permitted by his/her license shall be permitted to do everything possible to save a patient’s life or save a patient from serious harm, regardless of the individual’s clinical privileges. This shall be defined as those situations in which a delay could result in serious harm or death and in which a more qualified member is not immediately available.




This is not necessarily an exhaustive list of all responsibilities, requirements or working conditions associated with the job.  Cherokee Indian Hospital reserves the right to make changes in the above job description whenever necessary.  6.29.18