Assistant Director for Federal Grants

This is a dynamic leadership role for a collaborative and strategic professional who thrives in a fast-paced, detail-driven environment. As the central resource for bureau-level grant administration teams, the Assistant Director will influence policy development, streamline reporting and amendment processes, and provide training and guidance to fiscal staff across the agency. With oversight of over 260 grant subaccounts and a key voice in infrastructure development, this position offers a unique opportunity to shape the systems that support DPH's critical health initiatives statewide.

Duties and Responsibilities (these duties are a general summary and are not all inclusive):

• Oversee all post-award fiscal activities for federal grants and contracts, ensuring compliance with federal, state, and departmental policies, procedures, and regulations.
• Coordinate the preparation, review, and timely submission of all required federal financial reports, amendments, carryover requests, no-cost extensions, and close-out documentation.
• Serve as the primary liaison for Bureau-level federal grant managers, Administration & Finance (A&F) Directors, Principal Investigators, and fiscal teams to support grant compliance and reporting accuracy.
• Develop and implement standardized processes, workflows, and tracking systems for grant management, including a post-award database and infrastructure for effective oversight.
• Provide expert guidance, training, and technical support to department staff on post-award grant compliance, system navigation, and issue resolution.
• Maintain access and ensure the proper use of federal grant reporting platforms such as PMS, Grant Solutions, eRA Commons, and Electronic Handbook.
• Evaluate and streamline internal systems and procedures to improve operational efficiency and compliance in federal grant management.
• Supervise and support the Federal Grants Unit team, managing performance, prioritizing tasks, and fostering a collaborative, high-performing work environment.
• Coordinate the setup and tracking of federal funding in the Massachusetts Accounting and Reporting System (MMARS), including oversight of Interdepartmental Service Agreements (ISAs).
• Develop, maintain, and update the Grants Management Handbook, including standard operating procedures, policies, and training resources related to post-award grant activities.

Preferred Qualifications:

• Highly organized and detail-oriented, with expertise in maintaining accurate records and managing the full lifecycle of multiple complex grants.
• Extensive knowledge of federal and state grant regulations, public administration, and budgeting processes, particularly within the Commonwealth of Massachusetts.
• Proven experience managing federal grant reporting and compliance, including familiarity with the Massachusetts Management Accounting and Reporting System (MMARS) and other financial platforms.
• Proficient in Microsoft Office Suite and financial software tools, with the ability to develop user-friendly financial resources to assist end users in managing grant requirements.
• Skilled in analyzing program data, synthesizing reports, and developing strategic recommendations to support sound financial and operational decisions.
• Strong leadership, supervisory, and delegation skills with the ability to align team efforts to organizational goals and grant timelines.
• Exceptional verbal and written communication skills including the ability to convey complex information clearly and diplomatically across various levels of management and staff.
• Demonstrated ability to conduct internal compliance monitoring, assess risks, and proactively address potential issues in grant administration.
• Adept at developing and delivering training on grant compliance, and capable of tailoring communication to diverse audiences, including funders and internal stakeholders.
• Collaborative and adaptable, with a strong ability to build effective partnerships with community organizations, state and federal agencies, and cross-functional internal teams.

About the Department of Public Health:

The mission of the Massachusetts Department of Public Health (DPH) is to prevent illness, injury, and premature death, to assure access to high quality public health and health care services, and to promote wellness and health equity for all people in the Commonwealth.

We envision a Commonwealth in which all people enjoy optimal health. Massachusetts ranks among the healthiest of states according to comparative analyses, but we face numerous challenges, including chronic and infectious disease, substance abuse, violence, preventable hospitalizations, and health disparities.

DPH coordinates programs and policies to address specific diseases and conditions and offer services to address the needs of vulnerable populations. We also develop, implement, promote, and enforce regulations and policies to assure that the conditions under which people live are most conducive to health and enable people to make healthy choices for themselves and their families. We license health professionals, healthcare facilities and a variety of businesses that impact public health. We operate the state laboratory and four public health hospitals. We monitor health status and manage vital records including births, marriages and deaths. We educate people about public health issues and work closely with local boards of health and community partners to identify and solve public health problems.

More information can be found at:MA Department of Public Health

Pre-Hire Process:

A tax & background check will be completed on the recommended candidate as required by the regulations set forth by the Human Resources Division prior to the candidate being hired.

Education, licensure and certifications will be verified in accordance with the Human Resources Division's Hiring Guidelines.

Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth's website.

If you require assistance with the application/interview process and would like to request an ADA accommodation, please click on the link and complete the Reasonable Accommodation Online Request Form

For questions regarding this requisition, please contact Executive Office of Health and Human Services Human Resources at 1-800- 510- 4122 Ext. #4.

Qualifications

MINIMUM ENTRANCE REQUIREMENTS:

Applicants must have at least (A) five (5) years of full-time or, equivalent part-time, professional, administrative, supervisory, or managerial experience in business administration, business management, public administration, public management, clinical administration or clinical management of which (B) at least one (1) year must have been in a project management, supervisory or managerial capacity or (C) any equivalent combination of the required experience and substitutions below.

Substitutions:

I. A certificate in a relevant or related field may be substituted for one (1) year of the required (A) experience.

II. A Bachelor's degree in a related field may be substituted for two (2) years of the required (A) experience.

III. A Graduate degree in a related field may be substituted for three (3) years of the required (A) experience.

IV. A Doctorate degree in a related field may be substituted for four (4) years of the required (A) experience.

Salary placement is determined by a combination of factors, including the candidate's years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division's Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards!

An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.