PHIG Project Coordinator (Personal Services Contract)

Position Overview

The PHIG Project Coordinator will provide centralized project coordination, grant compliance oversight, and cross functional support for the Public Health Infrastructure Grant (PHIG). This role ensures PHIG funded initiatives are executed on schedule, within scope, and in alignment with federal requirements and agency priorities. The contractor will manage day-to-day project activities, monitor compliance, and maintain audit ready documentation. They will coordinate reporting, track budgets and performance metrics, and serve as a liaison across programs, shared services, and external partners. The role also supports risk mitigation, grant amendments, closeout activities, and long term sustainability planning.

Essential Functions

• Coordinate day to day PHIG project activities, timelines, work plans, and deliverables across programs.
• Monitor federal grant compliance and maintain audit-ready documentation.
• Track PHIG budgets, expenditures, and burn rates alongside program and finance teams.
• Prepare and coordinate submission of PHIG progress and financial reports.
• Serve as central liaison among IDPH program teams, finance, procurement, HR, and partners.
• Identify risks or delays and recommend corrective actions.
• Track outputs, milestones, and outcomes for performance measurement. 
• Support communication of project status, decisions, and issues. 
• Support grant amendments, scope changes, and no-cost extensions. 
• Assist with grant closeout, documentation, and sustainability planning. 

Minimum Requirements

• Requires a Bachelor’s degree in public health, public administration, business administration, finance, healthcare administration, or related field.
• Require at least 3 years of experience in project or program coordination, grant administration, or public sector program management.

Preferred Qualifications

• At least 3 years working with federal or state grants, including reporting, compliance documentation, or budget monitoring.
• At least 3 years of experience coordinating work across multiple teams or departments with defined timelines and deliverables.
• At least 3 years of experience preparing, contributing, or reviewing progress reports, financial documentation, tracking tools, or compliance materials.
• At least 2 year’s experience with federal and state grants, compliance requirements, Uniform Guidance (2 CFR 200), and audit monitoring preparation
• At least 2 year’s experience managing multi-team projects, developing work plans, timelines, and coordinating across multiple offices within the Department.
• At least 2 year’s experience monitoring grant budgets, spending rates, and expenditure alignment, and preparing progress reports, tracking tools, and performance documentation.
• At least 2 year’s experience collaborating with diverse teams in program, finance, procurement, and IT, preparing leadership facing materials, and supporting process improvement or risk mitigation.

Conditions of Employment

• Certain provisions of the revolving door restrictions contained in 5 ILCS 430/5-45 apply to this position. As a result, the employee should be aware that if offered non-State employment during state employment or within one year immediately after ending State employment, the employee shall, prior to accepting any such non-State employment offer, notify the Office of the Executive Inspector General for the Agencies of the Illinois Governor (OEIG) or may be subject to a fine.
• This position has been found to meet the requirements in section 4A-101 of the Illinois Governmental Ethics Act requiring the occupant/employee to file a Statement of Economic Interest. The Illinois Governmental Ethics Act (5 ILCS 420/4A et seq.) requires certain state officials and employees to file annual Statements of Economic Interest with the Office of the Secretary of State that will be made available for examination and copying by the public. All employees required to file a Statement of Economic Interest are also required to file the Supplemental Statement of Economic Interest with Executive Ethics Commission. (See Executive Order 15-09) Fines and penalties apply to untimely filings.

*The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.

About the Agency

The Illinois Department of Public Health (IDPH) is tasked with the oversight of communities within Illinois to achieve and maintain optimal health and safety. With an annual budget of over $1.8 Billion in state and federal funds, 6 regional offices, 3 laboratories and over 1,400 employees, IDPH is equipped to fulfill its mission of protecting the health and wellness of the people of Illinois through the prevention, health promotion, regulation and control of disease and injury.