Grants Administration Coordinator

Mid-Willamette Valley Community Action Agency•Salem, OR

About The Position

The Grants Administration Coordinator supports the full lifecycle of the agency’s external housing and sheltering fund sub-recipient grant program, from pre-award and award administration through post-award monitoring and closeout. Reporting to the Grants Administration Manager, the role supports grant research and application development, sub-recipient solicitation and onboarding, sub-award agreements, financial reporting and drawdown processing, monitoring visits and desk reviews, corrective action tracking, and technical assistance. The position helps ensure funds are accurately tracked, sub-recipients comply with grant terms and applicable state and federal requirements, and the agency maintains audit-ready documentation. The position is Monday through Friday on a day shift. Occasional remote work is available. The role includes occasional travel to sites in Polk and Marion counties and may involve weekend, evening, or holiday hours when necessary. The employee must meet driver qualifications, including having a valid driver license, an insured vehicle available for work, and a satisfactory driving record for the prior three years. A comprehensive background screening and pre-employment and random drug screenings are required. CPR/AED and First Aid certification must be obtained within the first 30 days of hire. An associate degree in accounting, finance, business, public administration, or a related field is strongly preferred. Two years of grants administration, accounting, or financial program compliance experience is required. One year of experience with grant financial reporting, reimbursement processing, or sub-award administration is preferred, as is experience with housing, sheltering, or homelessness-related programs. Equivalent combinations of education and experience will be considered. The work requires occasional lifting up to 25 pounds, close vision and ability to adjust focus, and manual dexterity to handle office equipment. The employee may encounter outside weather conditions, close quarters with clients experiencing homelessness or behavioral health challenges, and occasional urgent situations requiring law enforcement or paramedic involvement. Reasonable accommodations may be made for individuals with disabilities.

Requirements

Two years of grants administration, accounting, or financial program compliance experience.
Valid driver license, insured vehicle available for use on the job, and a satisfactory driving record for the previous three years.
Pass a comprehensive MWVCAA background screening prior to 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; 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, including the ability to manage multiple tasks and competing deadlines with consistent follow-through.
Strong analytical and technical documentation skills, including assessing compliance risk and clearly documenting concerns in written reports.
Effective written and oral communication skills and ability to work cooperatively with sub-recipients, program staff, and finance team members, and provide technical assistance and training to diverse audiences.
Ability to maintain calm and regulate emotions when others are escalated and to handle pressure from frequent demands for attention, time, and work tasks.
Ability to occasionally lift up to 25 pounds; close vision and ability to adjust focus; and manual dexterity for handling office equipment.
Ability to drive occasionally in all weather conditions to sites in Polk and Marion counties.

Nice To Haves

Associate 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.

Responsibilities

Research housing and sheltering funding opportunities and assist with grant applications, supporting documentation, budget narratives, and submissions.
Support sub-recipient solicitation, including drafting and distributing Notices of Funding Availability, tracking applications, and organizing materials for review and selection.
Assist with pre-award capacity reviews of prospective sub-recipients, including review of financial documentation, policies, and internal controls.
Prepare draft sub-award agreements for review and execution by the Grants Administration Manager and coordinate sub-recipient onboarding, reporting schedules, HMIS obligations, and compliance expectations.
Maintain sub-award budget tracking tools and spending plans, monitor expenditures against approved budgets, and flag variances.
Review sub-recipient invoices and reimbursement requests for completeness, accuracy, and allowability; process approved drawdowns and submit required financial reports on schedule.
Assist with implementation of 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.
Document monitoring concerns in written reports, issue 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, significant compliance risks, or performance concerns 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; 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 pending deadlines for the Grants Administration Manager.
Participate in relevant agency meetings, trainings, and funder convenings as assigned, and maintain consistent attendance and punctuality.
Perform other reasonably related business duties as assigned by the immediate supervisor or management.