Grants Management Specialist Sr

Rochester, NY

Responsibilities

General Purpose:

The Project Director oversees the management of the $3M HRSA Rural Communities Opioid Response Program (RCORP) Medication Assisted Treatment (MAT) Access grant awarded to the University of Rochester Medical Center, under the direction of the Principal Investigator.

The Project Director (PD) is the primary administrative point of contact with HRSA for budget and workplan negotiations, quarterly meetings and Progress Reports. The PD convenes and facilitates Steering Committee meetings to monitor progress in accordance with the workplan and program evaluation metrics, with a focus on the success of or need for adaptation of practice workflows and program reimbursements that will support long term sustainability. The Project Director also keeps the Steering Committee apprised of grant spending compared to budget and incremental funding opportunities.

The Director should have the ability to coach a team of people in bringing about change. Teamwork will be guided by the Director but many team members may not have a direct reporting relationship and may be employed by organizations outside the University.

The Project Director will

  • Supervise a Sr Information Analyst;

  • Establish and oversee subawards with Jones Memorial Hospital; St James Hospital; Noyes Memorial Hospital; Finger Lakes Health System Hospitals (Geneva General and Soldiers & Sailors); CASA Trinity; and Clarity and collaborate with the senior leadership teams at all of these organizations.

  • Collaborate with leadership from URMC Behavioral Health, Affiliate Central Billing and Pharmacy with regard to the partial FTE support we need from their teams;

  • Establish and provide direction to a technical writer (Vendor Contract)

  • Coach and support practice project leaders, faculty and community physicians, as they work with their practices and the Steering Committee in accordance with the grant and HRSA, our collaborative partner.

In support of the workplan activities, the Project Director will lead the team in:

  • Review existing literature, Identifying and implementing pre-MAT assessments that will facilitate evaluation of our programs, including:

  • Evaluating stigma in the target practices, using an assessment tool developed by UR Medicine Recovery COE;

  • Evaluating stigma and other barriers in URMC and community pharmacies related to MOUD;

  • Developing a Primary Care practice evaluation tool to identify practice needs related to the implementation of Medication for Opioid Use Disorder (MOUD), so resources can be appropriately applied at each practice;

  • Conducting Practice Needs Assessments that identify gaps in operational support

  • Integrating regular feedback/updates on the BHAO program, Correctional Facility discharge planning; and program sustainability at the Steering Committee as well as input from other relevant URMC & HRSA projects (e.g. RMOMS, World Café Focus Groups)

  • Developing an implementation plan for MOUD at practice sites.

  • Developing relationships with UVM CORA, an RCORP COE that provides intensive education on Primary Care MOUD, as an additional practice education opportunity.

  • Developing relationship with the HFM Bridge Program or other local resources related to providing support for MOUD in Primary Care.

  • Producing written reports, presentations and data-driven evaluations for various audiences including faculty, HRSA Project Officers, and more.

  • Coordinating with the Regional Business Development office to strengthen and maintain relationships within URMC’s primary and secondary service areas, which may intersect with the work of this grant.

This role requires an understanding of change management; practice management; care management; project management; substance use disorder (SUD) and treatment like MOUD; hospital ED operations; the University’s grant administration processes; general administration processes; rural healthcare systems; personnel supervision; healthcare reimbursement systems; business planning; and programmatic financial management.

NOTE: This position is an end-dated position and is expected to last through August 31, 2026, subject to the availability of grant funding.

Responsibilities:

Leadership and Personnel Management

  • Collaborates with the Principal Investigator to achieve the goals of the grant; secure additional funding for related work; and represent URMC within our region, with UVM CORA, & nationally with HRSA grantees.

  • Provides coaching, leadership support, indirect supervision and oversight to staff managing project teams comprised of clinicians, administrators, key faculty, and operational support staff.

  • Manages HR needs of the project and staff including, but not limited to: developing new positions as needed, approving hiring decisions, training and development, ongoing supervision, personnel issues and actions, and conducts performance reviews.

  • Develops and oversees all subawards and vendor contracts.

  • Advocates with HRSA for additional resources, as needed.

Project Management

Using the grant work plan as a guide:

  • Oversees the development of annual project goals, work plans and project budgets by at least 6 participating Primary Care Practices and 1 regional Emergency Department, based on the Notice of Award and approval from Principal Investigator & HRSA.

  • With a data-driven approach, encourages faculty and staff in the development of appropriate project metrics and outcomes during the planning year.

  • Reports to the Principal Investigator and the Steering Committee, using a dashboard or other consistent reporting mechanism about progress on all open projects. Makes recommendations to the Steering Committee about opportunities for improvement.

  • Completes the MAT Access workplan on time and on budget, to the extent feasible, and with appropriate communication and agreement with the PI and HRSA about any necessary deviations.

Relationship Building

Both internally and externally,

  • Externally, works with HRSA, NYS Office of Rural Health, NYS Medicaid, community-based organizations, and others for the acceptance, planning and implementation of assigned projects. Engages key leaders in discussions about challenges and opportunities, working toward a mutually beneficial resolution.

  • Internally, communicates and coordinates grant program development across our system, including

  • University of Rochester (River Campus) leadership;

  • URMC / URMFG Departments;

  • Affiliate hospitals and their practices;

  • Government relations & Public relations

Financial Management and Oversight

  • Develops and controls annual budget consistent with the strategic objectives of URMC and the HRSA Grant. Ensures budgets assigned for grant-funded activities are met.

  • Submits progress reports to HRSA through the Electronic Hand Books (EHBs) on a quarterly basis. Identifies and develops additional funding sources to support long-term sustainability, as needed.

  • Reviews financial statements for accuracy and to ensure that budget is within the HRSA budgeting guidelines. Responsible for reporting the status of the funding along with any necessary corrective plans to the Principal Investigator and HRSA.

  • Establishes guidelines for distribution of expenses as it relates to the grant budget. Approves payroll, personnel actions, invoices, requisitions, and supply records.

Analysis and Evaluation

  • Based on data collected, reported and analyzed by the Sr. Info Analyst, encourages discussion, evaluation, and publication of results.

  • Participates in the development of presentation and publication of results for peer review

  • On a regular and ongoing basis, analyzes and interprets program information, identifying key drivers and underlying issues, performs appropriate in-depth queries and summarizes and presents findings and opportunities to achieve specified project goals.

  • Prepares reports and presentations backed by data, financial analyses and evidence-based methods when applicable.

  • Conducts and provides project evaluations pertaining to financial, utilization and clinical objectives.

Communication

  • Develops and executes a project communication plan, including a multi-level dashboard or similar project management tool, ensuring clear, effective, and timely communication about the status of all projects.

  • Researches, gathers information, produces, and presents reports, presentation, and research briefs for various audiences including HRSA leadership, URMC executive leadership, and external organizational leadership that is interested in learning from this work.

  • Develops and presents quarterly reports to HRSA in the work plan format and any online format required by HRSA, with input from the project team and faculty. Engages HRSA in discussion of opportunities and challenges, providing recommendations for moving forward.

Other duties as assigned

Qualifications:

  • Bachelor’s degree and 5 years relevant experience including at least 2 years at a managerial level; or equivalent combination of education and experience.

Preferred:

  • Master’s degree, equivalent course work, or specialized experience in an appropriate field related to the assignment.

  • Strong leadership experience, specifically in hiring and managing direct reports and teams with a variety of skills and experience.

  • Grant administration highly preferred.

  • Budget management experience highly preferred.

  • 5-7 years of project management experience highly preferred, with knowledge of project management concepts and principles, and a history of managing increasingly complex projects across a variety of settings, departments, and programs.

  • 5 years of healthcare experience preferred, especially in Family Medicine, Substance Use Disorder, and Emergency Medicine.

  • Experience with program innovation, development and implementation, ranging in scope and size from small to large, multi-sit programs. Proven ability to continuously evaluate and adapt programs to be successful in various environments.

  • Proven relationship development skills at an individual and organizational level, within and across organizations and communities, with ability to build consensus across multiple stakeholders.

  • Strong analytical abilities to support identification, implementation and ongoing evaluation of programmatic areas of opportunity.

  • Excellent verbal and written communication skills.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $58,000 - $113,000

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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Location: School of Medicine & Dentistry
Full/Part Time: Full-Time
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