Grants Administration Coordinator

Mid-Willamette Valley Community Action Agency•Salem, OR

1d•Hybrid

About The Position

The Grants Administration Coordinator supports the full pre-award and award administration cycle of the agency's external housing and sheltering fund sub-recipient grant program. Reporting to the Grants Administration Manager, this position assists with grant research and application development, administers sub-recipient solicitation processes, prepares and processes sub-award agreements, and supports sub-recipient onboarding, financial reporting, drawdown processing, and grant closeout. The Grants Administration Coordinator plays a key role in ensuring grant funds are accurately tracked, expenditures are properly documented, and administrative requirements are met throughout the grant lifecycle.

Requirements

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.

Nice To Haves

Associate's Degree in Accounting, Finance, Business, Public Administration, or related field strongly preferred.
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.
Familiarity with HMIS preferred.

Responsibilities

Research and compile information on housing and sheltering funding opportunities; summarize eligibility, requirements, and alignment with program priorities for review by the Grants Administration Manager.
Assist in the preparation and coordination of grant applications, including gathering supporting documentation, drafting budget narratives, and formatting submissions in accordance with funder requirements.
Support the administration of sub-recipient solicitation processes, including drafting and distributing Notices of Funding Availability (NOFAs), tracking applications received, and organizing review materials for scoring and selection.
Assist with pre-award organizational capacity reviews of prospective sub-recipients, including collection and review of financial documentation, policies, and internal control materials.
Prepare draft sub-award agreements and related documents for review and execution by the Grants Administration Manager; ensure all required terms, conditions, and funder requirements are accurately reflected.
Coordinate sub-recipient onboarding activities, including scheduling orientations, distributing materials, and ensuring sub-recipients understand reporting schedules, HMIS obligations, and grant compliance expectations.
Develop and maintain sub-award budget tracking tools and spending plan schedules; monitor expenditures against approved budgets and flag variances to the Grants Administration Manager.
Review sub-recipient invoices, reimbursement requests, and supporting documentation for completeness, accuracy, and allowability; process approved drawdowns in accordance with grant schedules.
Prepare and submit required financial reports to funders on established schedules; coordinate with finance and program staff to ensure accuracy and timeliness.
Maintain organized and complete sub-award records, financial tracking logs, and documentation files to ensure audit readiness.
Respond to sub-recipient inquiries related to financial reporting, budget questions, and administrative requirements; escalate complex issues to the Grants Administration Manager.
Support grant closeout processes, including collecting final reports, reconciling expenditures, and ensuring all documentation and funder deliverables are complete and filed.
Prepare regular summary reports on sub-recipient financial status, drawdown activity, and pending reporting deadlines for the Grants Administration Manager.
Participate in relevant agency meetings, trainings, and funder convenings as assigned; maintain consistent attendance and punctuality.