Grants Coordinator

POSITION SUMMARY

The Grants Coordinator supports the organization’s grant function by maintaining accurate data systems, monitoring deadlines, and assisting with compliance and reporting for active and prospective grants. This is an entry-level role designed for someone with strong organizational and administrative skills who is eager to learn and grow within the grant management field. The Grants Coordinator works under the direction of the Executive Director to help ensure that grant-funded projects remain on track, well-documented, and in compliance with funder requirements. This role also assists with identifying new funding opportunities and preparing application materials.

DESIRED PERSONAL TRAITS

• Highly organized
• Great attention to detail
• A master of multitasking
• Must be dependable, able to learn and grow professionally, be detail-oriented, and self-motivated.
• Passionate about solving housing insecurity issues and working in the nonprofit industry.

ESSENTIAL FUNCTIONS

Grant Prospecting & Application

• Reviews and tracks available funding opportunities for organizational programs and projects, summarizing findings for the Executive Director's review.
• Maintains an organized database of funding opportunities and application timelines
• Assists the Executive Director with preparing grant application materials, including compiling data, timelines, budgets, and supporting documentation.
• Gathering of all needed supporting documentation and application materials, such as letters of support, legal documents, project data, supporting documentation, timelines, and detailed budgets.
• Assists with drafting grant narrative sections and gathering content that supports project goals, community impact, and alignment with funder priorities, as directed.
• Coordinates with construction, repair, and finance staff to gather necessary information for grant applications.
• Reviews grant applications for completeness and assists in verifying that technical requirements and submission deadlines are met.
• Tracks application submission deadlines and assists in ensuring all materials are complete and submitted on time.

Grant Compliance Management

• Creates an organized database to track reporting deadlines, goal achievement metrics, etc., to ensure efficient oversight of funded projects.
• Supports positive working relationships with funding agencies under the supervisor's direction, including timely responses and professional communication.
• Prepares, gathers, and submits all required reports and documentation
• Monitors active grants for compliance status and flags potential issues or upcoming requirements to the supervisor for resolution.
• Ensures all construction and repair projects comply with specific grant requirements, including prevailing wage, procurement standards, and reporting timelines.
• Develops and maintains systems for tracking grant compliance across multiple projects.
• Develops familiarity with federal, state, and local grant regulations and requirements through ongoing learning and supervisor guidance.
• Assists in preparing responses to compliance questions and requests for information from funders, escalating complex matters to the supervisor.
• Assists with periodic compliance reviews of grant-funded activities, gathering documentation and data as directed.
• Identifies potential compliance concerns and promptly escalates them to the supervisor for guidance and resolution.
• Maintains and applies compliance checklists and procedures, recommending updates as gaps are identified.

Documentation & Record-Keeping

• Maintains accurate and comprehensive records of contractor payments, labor compliance, and procurement documentation as required by funding sources.
• Tracks and documents grant-specific milestones, including start dates, completion dates, and progress benchmarks.
• Ensures all required documentation is collected and properly filed for each grant-funded project.
• Maintains organized filing systems (physical and digital) for grant compliance records.
• Ensures documentation is audit-ready at all times.
• Manages the retention of compliance records in accordance with grant requirements.

Reporting & Communication

• Prepares and submits required compliance reports to funders on schedule.
• Works closely with finance staff to ensure proper tracking and reporting of grant-funded activities.
• Coordinates with construction and repair program staff to gather necessary compliance information.
• Communicates grant requirements clearly to project managers and contractors.
• Responds to funder inquiries and requests for information.
• Prepares materials for grant monitoring visits and audits.
• Compiles and organizes data summaries on grant status, prospective funding, and grant spenddown for leadership review and use.

Cross-Departmental Coordination

• Works collaboratively with construction, repair, and finance staff to ensure compliance.
• Shares grant compliance documentation and deadline reminders with relevant staff as directed by the supervisor.
• Communicates relevant compliance information and documentation to construction and program staff as directed.
• Participates in grant planning to ensure compliance considerations are addressed upfront.

Grant Closeout

• Supports the grant closeout process for completed projects by tracking requirements and ensuring documentation is gathered and submitted on schedule.
• Assists with preparing final grant reports, financial documentation, and project outcome summaries for supervisor review and submission.
• Coordinates with finance staff to reconcile grant expenditures and resolve any final compliance issues.
• Ensures all closeout documentation is properly archived for audit and organizational records.
• Tracks grant closeout deadlines and ensures timely completion of all final deliverables.

EDUCATION, KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

• Prior experience in grant writing or grant management is preferred but not required. Candidates with demonstrated research, writing, or administrative skills and a strong desire to learn about grant processes are encouraged to apply.
• Familiarity with state grants and/or housing-related grants and programs is a plus (MSHDA, FHLB, New Markets Tax Credits, Brownfield, Land Bank, etc.).
• Experience with or exposure to grant compliance or project management is a plus.
• Strong written communication skills with the ability to write clearly and persuasively for a variety of audiences.
• Willingness to learn and grow within the field.
• Able to follow directions and manage time efficiently.
• Self-motivated

OTHER REQUIREMENTS

• Willingness to work outside of standard office hours on occasion to attend the organization’s events.
• Willingness to travel in-state and out of state for appropriate trainings and conferences.
• Comfortable with regular use of computers, software, and office equipment: Microsoft Office Suite, Adobe, internet, printer/scanner, email, and web-based calendars, and the ability to learn new programs as needed.
• Must pass Criminal Background Check (convictions will be reviewed based on the seriousness of the crime, and a conviction does not necessarily mean disqualification)
• Must pass a Sexual Offender Check. Being listed will result in automatic disqualification from employment

SUPERVISORY CONTROLS AND RESPONSIBILITIES

This position does not oversee any staff. This position reports to a member of senior staff, or to the Executive Director in the absence of a direct supervisor.

PHYSICAL DEMANDS & WORK ENVIRONMENT

This job operates primarily in an office setting. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee primarily performs desk work, requiring them to sit or stand for extended periods. The position will also include light physical tasks, such as handling office supplies, files, and office equipment weighing less than 40 pounds. All staff are required to perform cleaning and organizing activities that support the organization's overall operations, which may involve light physical activity.

NOTE

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. This is not an exhaustive list of all responsibilities, duties, and skills required for the position. All employees may be assigned other duties at any time.

We are an equal opportunity employer. Applications are considered for positions without regard to veteran status, uniformed service member status, race, color, religion, sex, sexual orientation, physical or mental disability, genetic information, or any other category protected by applicable federal, state, or local laws.