Grants Administration Coordinator

Mid-Willamette Valley Community Action Agency•Salem, OR

3d•$25 - $26•Hybrid

About The Position

The Grants Administration Coordinator supports the agency’s external housing and sheltering fund sub-recipient grant program throughout the grant lifecycle, from pre-award and award administration through post-award monitoring and closeout. Reporting to the Grants Administration Manager, the coordinator assists with grant research and application development, sub-recipient solicitation, sub-award agreements and onboarding, financial reporting and drawdown processing, monitoring, corrective action follow-up, and technical assistance. The position helps ensure grant funds are tracked accurately, sub-recipients comply with grant terms and applicable funder, state, and federal requirements, and documentation remains audit-ready. The position is Monday through Friday on the day shift. Weekend, evening, and holiday hours may be required when necessary, and occasional remote work from home is possible. The role includes occasional driving to sites in Polk and Marion counties and work in close quarters with clients who may experience homelessness, substance use disorders, severe and persistent mental illness, or unpredictable behavior. Occasional urgent situations may require involvement of law enforcement or paramedics.

Requirements

Two years of grants administration, accounting, or financial program compliance experience.
Valid driver license, an insured vehicle available for work use, and a satisfactory driving record for the previous three years.
Pass a comprehensive MWVCAA background screening before employment.
Pass pre-employment and random drug screenings.
Obtain CPR/AED and First Aid Certification within the first 30 days of hire.
Working knowledge of state and federal grant compliance and grant sub-recipient monitoring standards, including the ability to interpret grant agreements, sub-award terms, and funder requirements.
Proficiency in financial record-keeping, invoice preparation, expenditure tracking, and reimbursement processing, with 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.
Strong organizational and time-management skills, with the ability to handle multiple tasks, competing deadlines, and consistent follow-through.
Strong analytical, organizational, and technical documentation skills, including the ability to assess compliance risk and write clear, professional reports.
Effective written and oral communication skills and the ability to work cooperatively with sub-recipients, program staff, and finance team members, and to provide technical assistance and training to diverse audiences.
Ability to regulate emotions and handle pressure from frequent demands for attention, time, and work tasks.
Specific vision abilities including close vision and the ability to adjust focus.
Manual dexterity for handling office equipment.
Ability to occasionally lift up to 25 pounds.
Ability to drive occasionally in all weather conditions to sites in Polk and Marion counties.

Nice To Haves

Associate’s degree in Accounting, Finance, Business, Public Administration, or a related field.
One year of experience with grant financial reporting, reimbursement processing, or sub-award administration.
Experience with housing, sheltering, or homelessness-related programs.
Familiarity with HMIS.
Equivalent combinations of education and experience will be considered.

Responsibilities

Research housing and sheltering funding opportunities and assist with grant applications, supporting documentation, budget narratives, and submission reviews.
Support sub-recipient solicitation, including drafting and distributing Notices of Funding Availability, tracking applications, and organizing review materials.
Assist with pre-award capacity reviews of prospective sub-recipients, including their financial documentation, policies, and internal controls.
Prepare draft sub-award agreements for the Grants Administration Manager’s review and execution, and coordinate sub-recipient onboarding and compliance expectations.
Maintain sub-award budget tracking tools and spending plans, monitor expenditures, and flag budget variances.
Review sub-recipient invoices and reimbursement requests for completeness, accuracy, and allowability; process approved drawdowns and submit financial reports to funders on schedule.
Help implement the sub-recipient monitoring plan, including scheduling desk reviews and on-site monitoring visits.
Conduct monitoring preparation, desk reviews, and on-site visits; review files, financial and programmatic documentation, internal controls, and operations for compliance.
Prepare written monitoring reports, communicate concerns to sub-recipients, track corrective action plans through closure, and verify resolution through follow-up reviews.
Respond to sub-recipient inquiries and escalate complex issues, unresolved concerns, and significant compliance or performance risks to the Grants Administration Manager.
Provide technical assistance and training on grant compliance, documentation standards, internal controls, and data reporting; recommend capacity-building activities.
Collaborate with finance, HMIS/Data, and program staff to ensure sub-recipient data reporting is accurate, complete, and audit-ready.
Maintain organized sub-award, financial, and monitoring records, and support grant closeout by collecting final reports and reconciling expenditures.
Prepare regular reports on sub-recipient financial status, drawdown activity, monitoring and compliance status, and upcoming deadlines for the Grants Administration Manager.
Participate in assigned agency meetings, trainings, and funder convenings; maintain consistent attendance and punctuality.
Perform other reasonably related duties as assigned by the immediate supervisor or management.