Aftercare Grant Coordinator

PTSD Foundation of Americ•Houston, TX

3d•Onsite

About The Position

The Aftercare Grant Coordinator provides administrative and program coordination support for grant-funded assistance provided through the Camp Hope Aftercare Department. The position's primary duty is managing the day-to-day administrative process associated with grant applications, including receiving applications, organizing and reviewing required documentation for completeness, communicating with applicants, tracking application status, maintaining accurate records, coordinating follow-up, and routing completed applications to designated personnel for review and funding decisions. The Aftercare Grant Coordinator serves as a central point of coordination between applicants, Aftercare staff, Finance, Program Leadership, and other designated personnel involved in the grant-funded assistance process. The position does not independently approve, deny, authorize, modify, or commit grant funds. Funding decisions remain with designated authorized personnel. The Aftercare Grant Coordinator is not responsible for clinical services, case management, or direct therapeutic services. The position may communicate with Aftercare staff regarding client needs and grant applications but does not assume the responsibilities of a Case Manager or Aftercare Coordinator. This is a nonclinical administrative and program-coordination position. The Aftercare Grant Coordinator does not diagnose mental or behavioral health conditions, provide psychotherapy, deliver clinical treatment or clinical interventions, provide case management, or make independent clinical-care decisions. The position may interact directly with Veterans and applicants for the purpose of completing grant applications, obtaining required documentation, communicating application status, and coordinating grant-related services.

Requirements

High school diploma or equivalent required.
Strong organizational and administrative skills.
Demonstrated ability to manage multiple applications, documentation requirements, deadlines, and follow-up activities.
Strong attention to detail and accuracy.
Effective written and verbal communication.
Ability to maintain confidential client, financial, and grant-related information.
Ability to use Microsoft Office Suite, SharePoint, spreadsheets, databases, and approved organizational systems.
Ability to work independently while maintaining effective communication with supervisors and team members.
Ability to identify missing information, resolve routine administrative barriers, and appropriately escalate issues outside delegated authority.
Ability to interact respectfully and professionally with Veterans, applicants, families, staff, and community partners.
Valid driver's license with proof of insurance when driving is an assigned function.

Nice To Haves

Associate or bachelor's degree in business administration, human services, nonprofit management, social services, office administration, or a related field preferred.
At least two years of progressively responsible experience in administrative coordination, client services, nonprofit services, grant-funded programs, records management, application processing, or a comparable setting preferred.
Relevant experience may include managing applications, maintaining records, coordinating documentation, processing client requests, or supporting grant-funded programs.
Experience with grant-funded programs or grant application administration.
Experience processing financial-assistance applications.
Experience managing confidential records and documentation.
Experience working in Veteran services, human services, nonprofit organizations, housing or homelessness services, or community-based programs.
Experience with application tracking systems, spreadsheets, databases, or program reporting.
Experience coordinating with Finance or other departments regarding documentation and funding processes.
Associate or bachelor's degree in business administration, human services, nonprofit management, social services, or related field.

Responsibilities

Receive and organize grant assistance applications submitted through the Aftercare Department.
Review applications for completeness and identify missing, inconsistent, or required information without independently determining final funding eligibility.
Communicate with applicants regarding application requirements, missing documentation, application status, and next steps.
Coordinate the collection and submission of supporting documentation required by the applicable grant or program.
Maintain an accurate application-tracking system from initial submission through final disposition.
Track application dates, documentation requirements, pending items, review status, approval status, funding status, and completion.
Route complete applications and supporting documentation to designated personnel for review and funding decisions.
Follow up on outstanding applications and documentation within established timelines.
Maintain organized records of all applications and related communications.
Identify administrative barriers or delays and escalate issues to the appropriate supervisor or authorized personnel.
Maintain organized electronic and physical grant files consistent with organizational requirements.
Maintain applications, supporting documentation, correspondence, approvals, receipts, invoices, verification documents, and other applicable grant records.
Monitor files for missing, incomplete, expired, or inconsistent documentation.
Ensure grant-related records are accurate, complete, and maintained within established timeframes.
Prepare and organize documentation requested by authorized personnel for grant reporting, monitoring, audits, or compliance reviews.
Maintain appropriate confidentiality and security of client, financial, and grant-related information.
Follow established document-retention, records-management, privacy, and information-security requirements.
Maintain accurate and consistent filing practices across all grant applications.
Maintain current and accurate grant application and assistance tracking systems.
Track applications from submission through completion and maintain accurate status updates.
Monitor pending applications and required actions to support timely processing.
Maintain records of approved assistance and related documentation as directed by authorized personnel.
Monitor applicable grant deadlines and notify appropriate staff of upcoming requirements.
Coordinate with Aftercare staff, Finance, Program Leadership, and designated grant personnel as necessary.
Assist with compiling program data related to applications, assistance provided, and other grant activities.
Support authorized personnel with grant reporting by maintaining accurate and timely records.
Identify recurring administrative issues and provide recommendations to leadership regarding workflow and documentation improvements.
Assist with developing and maintaining standardized application and documentation procedures within delegated authority.
Serve as a primary administrative point of contact for individuals applying for grant-funded assistance.
Explain application procedures, documentation requirements, timelines, and next steps within the scope of the position.
Assist applicants in understanding what documentation is required and how to submit it.
Follow up with applicants regarding incomplete applications and outstanding documentation.
Provide timely updates regarding the administrative status of applications.
Maintain professional, respectful, trauma-informed, and service-oriented communication.
Protect confidential client and applicant information.
Refer questions regarding funding decisions, eligibility determinations, exceptions, or appeals to the appropriate authorized personnel.
Coordinate communication between applicants and designated internal personnel when additional information or clarification is required.
Coordinate with Aftercare Coordinators regarding grant applications associated with Aftercare participants.
Communicate with Case Managers, Resident Liaisons, Family Coordinators, and other staff when information is required to complete an application, while maintaining appropriate role boundaries.
Coordinate with Finance regarding documentation necessary for authorized funding disbursement and reconciliation.
Coordinate with Program Leadership regarding application status, documentation concerns, workload, and operational issues.
Communicate with designated grant or development personnel regarding information required for grant compliance and reporting.
Maintain clear separation between administrative grant coordination and funding authorization.
Complete required application records and documentation within established timeframes.
Clearly distinguish information provided by the applicant, documentation received, administrative actions taken, and information received from other staff or authorized sources.
Do not document or represent administrative grant coordination as clinical treatment or case-management services.
Protect confidential and sensitive information and follow applicable privacy and information-security requirements.
Obtain and document appropriate permissions for information sharing when required.
Escalate potential privacy incidents, documentation concerns, suspected fraud, conflicts of interest, or other reportable events through established supervisory and Compliance channels.
Maintain complete, accurate, and organized grant documentation.
Effectively manage multiple applications, documentation requirements, deadlines, and follow-up activities.
Communicate clearly and professionally with applicants, Veterans, staff, leadership, and authorized partners.
Provide respectful, compassionate, trauma-informed, and service-oriented support.
Complete assigned responsibilities within established timelines and follow organizational procedures.
Protect sensitive client, financial, and grant information.
Collaborate effectively with Aftercare, Finance, Program Leadership, Grant, and other organizational personnel.
Identify missing, inconsistent, or incomplete information and ensure appropriate follow-up.
Identify administrative barriers and bring appropriate solutions or recommendations to leadership.
Maintain appropriate professional boundaries and follow organizational policies and applicable requirements.
Complete required training and maintain demonstrated competency for assigned duties.
Manage the administrative workflow associated with grant applications, including receiving applications, identifying missing documentation, requesting additional information, maintaining tracking systems, communicating with applicants, organizing grant files, and coordinating application follow-up.
Make routine administrative decisions regarding application follow-up, documentation requests, tracking, scheduling, and workflow within established procedures.
Refer questions regarding eligibility, exceptions, funding amounts, or authorization to designated authorized personnel.
Comply with applicable federal and Texas law, grant and donor restrictions, organizational policies, privacy and confidentiality standards, information-security controls, safety requirements, and the Code of Conduct.
Maintain appropriate separation between grant application coordination, funding authorization, financial functions, and other organizational responsibilities.
Promptly report suspected misconduct, fraud, waste, abuse, conflicts of interest, privacy or security concerns, retaliation, Veteran-safety concerns, suspected abuse or exploitation, and other reportable events through established channels.
Cooperate with audits, investigations, grant monitoring, training, quality-review activities, and corrective-action processes applicable to the role.
Ensure that the day-to-day grant application process is organized, complete, accurately documented, appropriately tracked, and responsive to applicants and internal stakeholders.