Under the supervision of the HIV Care Manager, the Administrative Coordinator manages HIV/STI program budgets totaling over $11M, including, but not limited to: development and adjustment of budgets using Excel, coordination of budgeted funds across multiple programs, review, process and approval of expenditures. Provides expenditure updates to Program Managers/ Director. Is familiar with all conditions of grant awards, and is comfortable prompting management regarding due dates. Maintains complex tracking and filing systems, including Excel spreadsheets. Serves as the primary liaison with the City of Detroit Offices under the Office of the Chief Financial Officer (e.g. Office of Grants Management) and City of Detroit auditors. A critical aspect of this position is the smooth flow of information among multiple staff in the programs and City structure to ensure that all areas are provided necessary information.
ESSENTIAL FUNCTIONS: 1. Create and maintain Excel spreadsheets that support the monitoring and coordination of funds across multiple programs. 2. Develop, adjust and monitor budgets/expenditures in coordination with Managers/ Director. 3. Review and approve requests for payment of contracted goods and services of the program and all internal costs incurred in accordance with funding source requirements and prior to forwarding to Managers/Director for approval. 4. Exercise tact and initiative in communicating with senior administrators, internal staff and various external agencies and organizations. 5. Assist with research, prepare analyses of information/financial data. 6. Create, format and proofread a variety of materials including: correspondence, meeting notes, agendas, policies and procedures, templates and emails. 7. Maintain spreadsheets and systematic filing systems. Conduct periodic review and evaluation of fiscal spreadsheets to ensure the accuracy of information. 8. Assist in development and revision of internal policies and procedures and maintains these records in the program 9. Oversee the process of developing and maintaining assurance documents for maintenance of effort and sub-recipient monitoring assurances. 10. Assist as needed with development of the annual applications and associated reports. 11. Adhere to policies and procedures for financial monitoring and reporting.
JOB QUALIFICATIONS: Must have the capacity to recognize discrepancies, and understand the implications of discrepancies. Willingness to learn programmatic and legislative requirements of state and federal grants. Advanced Excel skills and experience designing and using complex spreadsheets are a must. Able to anticipate program needs. Strong communication skills required. Should be confident and proactive. Must be happy to work with diverse populations.
Strong writing and verbal skills are essential as well as the ability to organize multiple types of information on paper and electronically. This person should have a background in programs that require statistical and financial reports as well as experience in the health care area. This person must be able to work as part of a team, and be highly organized.
This person must have advanced skills in MS Excel, PowerPoint as well as other commonly used Microsoft computer software.
JOB PREREQUISITES: Experience providing high-level administrative coordination, and experience with grant funded programs and budgets. Specific training and experience in Excel, PowerPoint and other commonly used software. This person must have the ability to perform mathematical calculations, and to proofread written documents for accuracy.
INDEPENDENT ACTION: Significant ability of time management to accomplish goals of the team and to meet program deadlines.
SUPERVISORY RESPONSIBILITY: None
ADDITIONAL RESPONSIBILITIES: • Complete Emergency Preparedness training (to include, but not limited to: FEMA IS Courses: 100, 200, 300, 700 and 800) within 90 days of hire. • Participate in Emergency Preparedness exercises. • Respond during a public health emergency event, including duties not normally performed. • Position duties and functions may vary as program needs change.