Grants Coordinator Fiscal Compliance

MedStar Health; Baltimore (MD); On-site; USD 59,820 - 101,836; Full time

Job summary

CareerArc is seeking a Financial Coordinator to manage and coordinate financial activities related to department grants in Baltimore, Maryland. This role involves ensuring compliance with federal guidelines, conducting audits, and managing purchase requests to ensure expense allowances. The ideal candidate must have a Bachelor's degree in business administration along with relevant experience in financial management in a healthcare setting. The position offers a hiring range of $59,820 - $101,836 annually.

Qualifications

• 3+ years experience in administrative functions, accounting, statistical analysis, and project management.
• Working knowledge of confidentiality in managing PHI and PII documentation.
• Experience in a medical office, hospital, or ambulatory setting preferred.

Responsibilities

• Plan, organize, and ensure compliance with financial activities related to department grants.
• Manage and process purchase requests ensuring allowable expenses.
• Conduct audits and reconcile billing with authorized amounts.
• Monitor compliance for budget constraints and manage grant fund expenditures.

Skills

Microsoft Office

Excellent verbal communication

Excellent written communication

Problem-solving

Customer service

Time management

Education

Bachelor's degree in business administration or related major

Portfolio Management Professional (PMP)

Certified Project Management Professional (PMP)-PMI

Tools

SharePoint

Excel

Word

Teams

Visio

Access

Job description

About the Job

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 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 code 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 reconciling referrals with payment records to ensure accurate expense tracking and maintains thorough documentation in the grant folder.
• Responsible for weekly compliance activities: monitoring outstanding orders, following up with vendors on delayed items, and ensuring 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.
• Participates in meetings and committees, representing 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, and 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, Visio, 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.

This position has a hiring range of USD $59,820.00 - USD $101,836.00 /Yr.