Job Description

The Department of Health Services (DHS) is initiating a department-wide effort to modernize

and centralize its grant administration information systems and related processes through the

development or procurement of a comprehensive Grant Administration System. This project is

a critical component of the newly created Office of Grants Management (OGM) strategic goal to

enhance transparency, accountability, and efficiency in the management of federal and state-

funded grants across all program areas.

To support this complex, cross-divisional initiative, DHS requires a dedicated Project Manager

contractor to coordinate and oversee the work of the contractor team responsible for the

planning and analysis phases of the project. These phases include:

• Gathering of system, business, and technical requirements

• Conducting a feasibility study

• Designing the future-state system architecture

• Developing cost estimates for system development/procurement and long-term

maintenance

Knowledge, Skills, and Abilities

o Project Manager capabilities with 11 years of experience.

o Capable of managing a project with up to ten (10) or more staff and/or a

project with multiple subprojects.

• Project Responsibilities:

o Managing all technical components and status reporting activities of the

project.

o Coordinating contractor team and stakeholder engagement in

collaboration with the assigned DHS Project Management Office (PMO)

Project Manager.

o Tracking progress toward milestones and deliverables.

o Supporting risk identification and mitigation efforts.

o Ensuring quality and alignment of system design with business needs and

policy goals.

Project Description: Grant Administration System Modernization Project

The Department of Health Services is undertaking a critical project to modernize and enhance our

agency’s Grant Administration System to be used to manage the full lifecycle of state and federally

funded grant programs. The existing processes and systems are outdated, relying heavily on manual

workflows, spreadsheets, and disconnected tools that limit efficiency, data accuracy, and transparency.

The new Grant Administration System will serve as a centralized, enterprise solution designed to:

• Streamline grant application, review, award, and monitoring processes.

• Improve data management, reporting, and decision-making through integrated dashboards and

performance metrics.

Enhance compliance with state and federal regulations related to financial management,

auditing, and transparency.

• Support improved communication and collaboration between grant program staff, applicants,

award recipients, and agency leadership.

• Integrate with existing financial systems to ensure seamless fund management, payment

processing, and reconciliation.

This system will ultimately improve services to external grantees while providing internal staff with the

tools and data they need to efficiently manage multiple funding sources, grant programs, and

performance reporting requirements.

The Project Manager will play a key role in guiding this high-priority initiative, coordinating business

units, IT staff, and system vendors to ensure successful system design and selection. They will plan and

coordinate work teams by following standard project management industry practices such as the PMI's

framework with an understanding of business and technical objectives of the project, working closely

with the project sponsor. They will maintain an updated project work plan, manage scope, track

schedule progress via appropriate metrics, document risks and mitigation plans, and implement a

communication plan. They will build an effective team, assign tasks to team members, evaluate

outcomes, and communicate to stakeholders. They will be responsible for identifying, tracking, and

resolving issues. They will provide technical support to project team members and rely on experience

and judgment to plan and accomplish project goals.

Requirements

Top Required Skills & Years of Experience:

• Project Manager capabilities with 10 years of experience managing large, complex projects from start to completion.

• 10 years of experience with Strong knowledge of project management methodologies and proven ability to create and manage project plans, schedules, budgets, and risk logs.

• 10 years of experience managing a project involving multi-disciplinary teams and multiple business areas distributed throughout a large organization.

Nice to Have Skills:

• Professional certification in Project Management, Lean Six Sigma, or Change Management.

• Experience implementing or managing grant management systems or enterprise software.

• Familiarity with financial management systems and how they interface with grant management software.

• Experience working with government agencies, particularly regulatory, compliance, or funding environments.

Project details (project overview, who the contractor will work with, soft skills needed, etc.):

The Department of Health Services (DHS) is initiating a department-wide effort to modernize and centralize its grant administration information systems and related processes through the development and/or procurement of a comprehensive Grant Administration System. To support this complex initiative, DHS requires a dedicated Project Manager to coordinate and oversee the work of the contractor team responsible for the planning and analysis phases of the project, including:

• Gathering of system, business, and technical requirements

• Conducting a feasibility study

• Designing the future-state system architecture

• Developing cost estimates for system development/procurement and maintenance

Additional details: This position will report to the DHS Office of Grants Management Director and be part of a contractor team that includes a Business Analyst and a Systems Architect. The team will also be supported by a part-time Project Manager from the DHS PMO, who will help to connect this team to the internal stakeholders, technical resources, and subject matter experts throughout the department.

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