Grants Administration Coordinator

United States·Salemmid

Other

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Quick Summary

Overview

OUR MISSION: MWVCAA invests in people and their futures to reduce the impacts of poverty OUR VISION: We envision a just future,

Technical Tools

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Requirements

~1 min read

Associate's Degree in Accounting, Finance, Business, Public Administration, or related field strongly preferred.
Two years of grants administration, accounting, or financial program compliance experience required.
One year of experience with grant financial reporting, reimbursement processing, or sub-award administration preferred.
Experience with housing, sheltering, or homelessness-related programs strongly preferred.
Equivalent combination of education and experience will be considered.

Driver qualifications are required for this position. Valid driver license, insured vehicle available for use on the job, and a satisfactory drive record for the previous three years are required.
Candidate must pass a comprehensive MWVCAA background screening prior to employment.
Candidate must pass pre-employment and random drug screenings.
CPR/AED and First Aid Certification required within first 30 days of hire.

Working knowledge of state and federal grant compliance as well as grant sub-recipient monitoring standards; ability to interpret grant agreements, sub-award terms, and funder requirements.
Proficiency in financial record-keeping, invoice preparation, expenditure tracking, and reimbursement processing; strong attention to detail and accuracy.
Experience applying monitoring frameworks, conducting file or desk reviews, and documenting findings and corrective actions.
Proficiency in Microsoft Office (including Teams and Outlook), database software, and reporting platforms; familiarity with HMIS preferred.
Strong organizational and time management skills; ability to manage multiple tasks and competing deadlines with consistent follow-through.
Strong analytical, organizational, and technical documentation skills; ability to assess compliance risk and provide written reports and document concerns clearly and professionally.
Effective written and oral communication skills; ability to work cooperatively with sub-recipients, program staff, and finance team members and to provide technical assistance, and training to diverse audiences across multiple concurrent priorities.

Responsibilities

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Research housing and sheltering funding opportunities and assist with grant applications, including gathering supporting documentation, reviewing budget narratives and submissions against funder requirements.
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Support sub-recipient solicitation processes, including drafting and distributing Notices of Funding Availability (NOFAs), tracking applications, and organizing review materials for scoring and selection.
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Assist with pre-award capacity reviews of prospective sub-recipients, including review of financial documentation, policies, and internal controls.
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Prepare draft sub-award agreements for review and execution by the Grants Administration Manager; coordinate sub-recipient onboarding, including reporting schedules, HMIS obligations, and compliance expectations.
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Maintain sub-award budget tracking tools and spending plans; monitor expenditures against approved budgets and flag variances to the Grants Administration Manager.
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Review sub-recipient invoices and reimbursement requests for completeness, accuracy, and allowability; process approved drawdowns and submit required financial reports to funders on schedule.
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Assist in implementing the sub-recipient monitoring plan, including scheduling desk reviews and on-site monitoring visits in accordance with state and/or federal guidelines and agency policy.
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Conduct pre-monitoring preparation, desk reviews, and on-site monitoring visits; review files, financial and programmatic documentation, internal controls, and program operations for compliance with grant terms.
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Document monitoring concerns in written reports; issue concerns to sub-recipients, track corrective action plans through to closure, and conduct follow-up reviews to verify resolution.
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Respond to sub-recipient inquiries; escalate complex issues, unresolved concerns, significant compliance risks, or performance concerns to the Grants Administration Manager.
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Provide technical assistance and training to sub-recipients on grant compliance, documentation standards, internal controls, and data reporting; recommend capacity-building activities to address identified gaps.
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Collaborate with finance, HMIS/Data, and program staff to ensure sub-recipient data reporting is accurate, complete, and audit-ready.
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Maintain organized sub-award, financial, and monitoring records; support grant closeout, including collecting final reports and reconciling expenditures.
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Prepare regular reports on sub-recipient financial status, drawdown activity, monitoring and compliance status, and pending deadlines for the Grants Administration Manager.
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Participate in relevant agency meetings, trainings, and funder convenings as assigned; maintain consistent attendance and punctuality.
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Maintains calm dispositions and regulates emotions when clients, staff, or others may become escalated.
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Regulates emotions and handles pressure of frequent demands for attention, time and work tasks.
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Specific vision abilities required by this job include close vision and ability to adjust focus.
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Occasionally lift up to 25 pounds.
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Manual dexterity for handling office equipment.
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Occasional driving in all weather conditions to sites in Polk and Marion counties.

Weekend, evening, and holiday working hours when necessary.
Occasional remote work from home.
Occasionally exposed to outside weather conditions
Driving in all weather conditions.
Occasional urgent situations requiring law enforcement involvement and/or paramedic professionals.
Close quarters, often with a client population experiencing homelessness, substance use disorders, and/or severe and persistent mental illness, and/or unpredictable behavior.

MWVCAA is proud to be an Equal Opportunity Employer. We do not discriminate based upon race, religion, color, national origin, sex, sexual orientation, gender expression, age, veterans, and people with disabilities or any other protected category. We welcome all people to join us in achieving our Mission. If you require any assistance in the application process, or reasonable accommodations to perform the essential duties of the position, please notify a member of our team at (503) 585-6232.