Grant Award Specialist - Dental Assistant (Full Time, Days)

Description

Job Summary

Manages the effective and efficient administration of awards throughout the entire award life-cycle, from pre award to close-out. Supports the development of proposals, plans, manages, and coordinates the implementation of deliverables. Monitors the execution of tasks and activities; prepares and submits reports deliverables pertaining to private foundations, organizations, and Federal/State agencies. Works under the direct supervision of the Dentist in providing care to pediatric patients undergoing dental treatment, including prophylaxis (supra-gingival) cleaning. Performs the expanded duty functions as permitted by the Florida Board of Dentistry.

Job Specific Duties

• Supports the development and monitoring of policies, procedures, and templates for the grant management process from pre-award through the close out phase.
• Serves as the point of contact on grant matters, subcontracts, and other agreements for the development of assigned award applications. Provides input on compliance matters as they relate to assigned proposal/grant applications.
• Maintains the proposal/grant data in the NCHS system, as well as, the personal work management system for tracking tasks and follows-up on actions to ensure timely completion of deadline driven tasks and outcomes.
• Maintain complete award documents (electronic) including submission and transmittal of grant deliverables (programmatic, financial, or audit related).
• Prepares and distributes new award notices to the principal investigator (PI) summarizing the terms and conditions of the award including performance period, budget allocation, budget restrictions, annual and filing report due dates.
• Maintains complete award documents including submission and transmittal of grant deliverables.
• Acts as liaison for the study team as related to consultants, subcontractors, and suppliers. Initiates, negotiates, and follows-through in purchasing goods and services.
• Manages all assigned award application communication with funder directly or indirectly throughout the entire process including managing requests for revised budgets and program work plans.
• Participates in the development and review of proposal budgets.
• Supports all financial reporting requirements and required invoice actions in collaboration with program teams, finance teams, and other internal departments.
• Assists with monitoring ongoing contracts/projects. Monitors the tracking of funding, delayed execution of contracts, expired authorizations, delayed payments, and regulation of advances to subcontractors/vendors.
• Works with stakeholders to ensure adequate communication between the study and its counterparts: hospital staff, patients, visitors, and representatives of the grantor.
• Coordinates the setup and startup processes including gathering data, preparing, and submitting reports.
• Ensures requirements and documentation for federal, state, and private grants are continuously maintained. Responsible for ensuring all data is accurate and submitted by deadline.
• Coordinates the implementation of deliverables pertaining to grants and contracts, tracks tasks, and follows-up on actions to ensure timely completion of deadline driven tasks and outcomes.
• Ensures compliance of the law and regulations in the conduct of the study to maintain CODA accreditation, ACGME, and WIRB Research standards.
• Responsible for the coordination and delivery of educational activities involving providers in the NCHS including the Pediatric Care Center, School Based Health Clinics, Emergency Department, and Mobile Unit.
• Works under the supervision of medical and dental providers and within the confines of state dental practice acts to provide limited clinical services, including screenings, fluoride treatments, placements of sealants, coronal polishing, and radiographs.
• Collects information to assist healthcare providers in triaging patients.
• Performs patient tracking and follow-up. Assist in helping obtain healthcare appointments and transportation, as well as, other support when necessary.
• Reviews, maintains, and documents patient information in the computer thoroughly, accurately, and in a timely manner.
• Ensures patient safety with papoose (when necessary) for patients unable to sit for procedures unassisted.
• Assures clinic operatory supply levels are par and ensures appropriate staff are notified when master inventory levels drop to re-order status.
• Takes x-rays to assure the highest degree of diagnostic information with the least amount of exposure. Follows hospital and departmental infection control policies.
• Works directly with the Pediatric Dental Attending, Residents, and other specialists in the dental clinic, Mobile Unit and Operating room.
• Performs designated expanded duty functions permitted by the Florida Board of Dentistry. Provides assistance with behavior and monitors patient with nitrous oxide and never leaves them unattended.

Qualifications

Minimum Job Requirements

• Bachelor's Degree in Business Administration, Finance, or related field  
• Graduate of an accredited school of Dental Assisting or Expanded Duties Certified (EFDA)  
• EFDA - Expanded Duties Cert  required within 12 months of hire
• American Heart Association AED - maintain active and in good standing throughout employment
• 1-3 years of experience working on grant administration
• 1-3 years of strong financial analysis background including experience reviewing financial budgets
• 1-3 years of experience managing compliance with federal government grants and contracts in accordance with CFRs and FARs
• Experience with internal and external auditing

Knowledge, Skills, and Abilities

• Experience in health and medical research grant development preferred.
• Expert skills in Microsoft Office Suite (Word, Excel, PowerPoint & Outlook) and Adobe Acrobat.
• Self-motivated, results-driven, and customer-service oriented.
• Able to perform well in deadline driven and multi-tasking environment.
• Strong interpersonal, communication, organizational, analytical, and leadership skills.
• Able to work independently and in a team environment.
• Attention to detail and organization.
• Previous experience as a Dental Assistant highly preferred.
• Able to maintain confidentiality of sensitive information.
• Able to relate cooperatively and constructively with patients, families, and co-workers.
• Ability to interpret, adapt, and react calmly under stressful conditions.

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