ࡱ>  >bjbj?? .]]y1d  8)E,?+qp(    *******%-/r*i  *  *  * *$lV&@0&*r&+0?+,&*9090TV&V&    :   Title: Grants and Donations CoordinatorJob No.: 3084Department: Strategy and CommunicationsIssued/revised: 10/2009Job purpose: The Grants and Donations coordinators primary responsibility is to coordinate the process for grants and donations distributed to community based organizations through Community Benefit (CB) programs under the direct supervision of the Manager, Community Initiatives. The Coordinator is accountable to ensure timeliness, accuracy and quality of all funds distributed as well as coordinating the administrative activities to assure appropriate coordination with other departments including Accounts Payable, General Accounting, Strategic Communications, and Community Relations. Grants and donation contributions make up about 24 percent of the CB portfolio. % of TimeMajor Accountabilities30%In support of the Community Benefit Program (CB), work in collaboration with our Program Office and KPNW departments to ensure the efficient coordination of grants and donations while ensuring compliance with all policies and procedures set forth in the Program. Ensure proposals and applications are efficiently managed, information is accurate and confidentiality is maintained. Prepare, issue and track grant agreements, payments and modification. Ensure all grantees meet all requirements by completing the evaluation process through to completion. Coordinate the application, review, Recommendation and distribution of grants and donations for employees; assist employees with the development of grant and donation applications; assist with communication that will accept or deny applications and accompany checks to external organizations and year-end report of accomplishments. Coordinate each charitable contribution file with request documents, related due diligence materials and any other information according to national Kaiser Permanente policies and government guidelines pertaining to charitable contributions. Monitor all proposed, pending and committed grant requests to ensure grant spending remains within budget and delivery parameters. 15%Coordinate appropriate committee meetings, i.e., invitations, logistics, agenda and minutes as required and requested. Coordinate various quarterly and annual reports at the direction of the Manager, Community Initiatives as required by program office, CB compliance, accounting, state based reports, IRS and others as requested. 15%Develop and maintain collaborate relationships with internal customers and external community based organizations while maintaining confidentiality. Develop clear understanding of appropriate information to share which aids in the efficiency of work flow. Manage the information flow within areas of accountability to aid in work efficiency. Main departments requiring collaboration are: Program Office, KPNW general accounting, accounts payable, strategy and communications, community relations. Communicate with internal and external audiences about KPNWS grants and donations programs, including reports or press releases about organizations being supported by the program for the purpose of increasing KP visibility. 30%Maintain the Microedge GIFTS database system administrative function on behalf of CB. This includes but is not limited to data input to the general functions for GIFTS. Generating status reports, written reviews, grantee requirements, financial requirements, evaluation data and required on going reports. Track grant requests at each stage of the process from submission through to evaluation outcome reporting. Take into consideration at all times the budget impact of each grant request. Coordinate the work function of the Microedge GIFTS database system on behalf of CB. Provide input to the general functions of the program such as coding and drop down features, types of reports and templates needed. 10%The coordinator is responsible for various aspects of reporting, measurement, and evaluation of all grants and donations in the NW region. Responsible for the development of evaluation and measurement tools to support monetary and non-monetary commitments made by Community Benefit.Budget responsibility:  FORMTEXT      Other financial impact: FORMTEXT      Freedom to act:Provide analysis, interpretations and recommendations to the Manager of Community Initiatives regarding grants and donations issues. Prepare, coordinate, and negotiate community benefit applications, and documents. Represent the Community Benefit Program and Strategy and Communications Department as a member of various internal and external committees. Major challenges/problems:Coordinating the distribution of grants and donations with a consistent, equitable and accurate methodology that complies with internal and external regulations of grant making by a not-for-profit organization. Developing mutually beneficial and credible working relationships with key internal partners, leaders and employees including physicians, dentists, researchers, health plan and labor staff. Identifying and resolving concerns that may arise in the identification, allocation and distribution of small and large funds to external agencies. Maintaining a broad, up-to-date understanding of organizational and program policies, and external regulatory policies. Maintaining accurate and up-to-date records of funds requested, pending and disbursed; keeping abreast of changes in data tracking system. Working with employees who have an urgent and inappropriate request for grant funds; resolve requests with a timely, more appropriate recommendation than the initial request. Capacity to independently and flexibly manage a large workload and multiple demands, and to produce quality work products and reports within time constraints.Human relations skills:Excellent human relations and communication skills. Ability to work with various departments and divisions in Kaiser Permanente. Ability to represent KP to a wide range of government, academic and non-profit agencies in the community. Interact and collaborate with community organizations and leaders on local, state and regional issues of mutual interest. Ability to engage in negotiations and provide comments regarding collaborative commitments with financial implications.Customer Focused Service (DO NOT EDIT.)Connects with members and staff in a caring, respectful manner. Actively listens to ensure correct message is heard. Shows empathy and sensitivity to members and staffs experiences. Handles difficult encounters and/or service breakdowns by minimizing emotions and accommodating members/customers. Uses appropriate coping skills in order to maintain positive attitude. Responds effectively to help or serve others and meet needs.Compliance Responsibility (DO NOT EDIT.)Consistently supports compliance and the Principles of Responsibility (Kaiser Permanentes Code of Conduct) by maintaining the privacy and confidentiality of information, protecting the assets of the organization, acting with ethics and integrity, reporting non-compliance, and adhering to applicable federal, state and local laws and regulations, accreditation and licenser requirements (if applicable), and Kaiser Permanentes policies and procedures.Labor Management Partnership (DO NOT EDIT.)For managers and supervisors (of employees represented by a Partnership Union): Actively forms Partnerships with Union designated Shop Stewards and other Union representatives; seeks to integrate Union selected staff into relevant decision making processes. For all employees: Actively supports the tenets of the Labor Management Partnership.Physical requirements/working conditions: FORMTEXT      Note: Employees are required to follow all prescribed safety precautions and procedures in order to avoid accidents or exposure to illness.PREFERRED QUALIFICATIONSPreferred knowledge, skills/abilities (including equipment operation):Thorough knowledge of PC software and experience with MicroEdge GIFTS software. Thorough knowledge of organizational and governance systems of governmental, not-for-profit and health care organizations. Five years experience in health care and/or health promotion. Thorough knowledge of Kaiser Permanente policies, procedures. Working knowledge of portable document format (PDF) technologies, file transfer and other electronic transfer skills. Excellent written, verbal and presentation skills in front of small and large audiences. Excellent communication skills and ability to work effectively with a wide range of internal and external constituencies. Excellent skills in conducting effective meetings. Proven success at building and maintaining relationships with community agencies. Ability to maintain high productivity amid competing priorities. Proven project management skills. Ability to be sensitive to the needs of others and easily work with people from all walks of life and diverse backgrounds. Proven ability to critique written proposals and applications for specific criteria. Proven ability to exercise sound judgment under pressure. Curiosity, resourcefulness and an eye for fresh approaches to the distribution of community grants and donations.Preferred experience:Masters degree in communication, business or public health field. Five or more years as senior program manager, program officer or executive director of a community not-for-profit. Demonstrated team building and team working skills with ability to lead a group to stated objectives. Ability to prioritize and manage own work; exercise independent judgment, initiative and motivation. Ability to analyze leadership, management practice, financial condition, program design of an external organization. Financial literacy adequate to assess organizational mission and integrity through operational income/expense reports and IRS documents such as 990s. Proven ability to think strategically and act tactically. Serve as volunteer leader or board of director of community organization. Professional history of stability and progressive success. Establishing and leading community partnerships. MINIMUM QUALIFICATIONSMinimum required knowledge, skills/abilities (including equipment operation):Experience in health care. Good written and verbal skills. Knowledge of KP benefits and services. Knowledge of organizational systems for public and private organizations. Institutional funding principles, methods, procedures and resources. Knowledge of Word, Excel, Access and/or other Web-based research tools. Excellent communication skills and ability to work effectively with a wide range of internal and external constituencies. Excellent problem-solving, negotiation, detail oriented and decision making skills. Ability to maintain high productivity amid competing priorities. Proven project and time management skills. Ability to use word processing, email and other computerized database systems. Ability to be sensitive to the needs of others and easily work with people from all walks of life and diverse backgrounds. Analytic, evaluative and objective critical thinking skills. Strong negotiation and problem solving skills. High school diploma or GED.Minimum required experience:Bachelors degrees in communication, business, public health, or other related field. Three or more years as program manager in a community not-for-profit, or other public health related field. Demonstrated team building and team working experience. Experience in the evaluation of comprehensive and complex community initiatives. Ability to assess organizational mission and purpose. Capacity to prioritize and manage own work. Serve as volunteer with a community organization. Professional history of stability and progressive success. Participating on community partnership teams. Responsible steward of organizational resource and assets in a not-for-profit setting. Communicating with staff at all levels of non-profit organizations and foundations. Developing and maintain recordkeeping systems and procedures. Assessing organization integrity through annual reports, financial statements and other public documents. Required license, registration, certification or professional affiliation: FORMTEXT      Reporting supervisor title:  FORMTEXT      Area manager title:  FORMTEXT      Note: This position description is representative of major job requirements and is not intended to be all-inclusive.Supervisor/manager: DateArea manager: DateEmployee:* DateHuman Resources:* Date*Signature is required for JCAHO purposes.      Northwest Region Job Description HR Compensation Page  PAGE 1 of  NUMPAGES 7 1567ovwxz  ?   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