Grants Administration Manager

Mid-Willamette Valley Community Action Agency • Salem, OR

1d • Hybrid

About The Position

The Grants Administration Manager oversees the full lifecycle of the agency's external housing and sheltering fund sub-recipient grant program - from opportunity identification and sub-award solicitation through active grant management, monitoring, and closeout. This position ensures grant sub-recipients operate in alignment with federal, state, and funder requirements and that grant funds are deployed effectively to achieve positive housing outcomes. The Grants Administration Manager serves as a primary agency contact for sub-recipient organizations and coordinates closely with program, finance, compliance, and data staff to maintain the integrity of the sub-recipient portfolio.

Requirements

• Bachelor's Degree in Accounting, Finance, Business Administration, Public Administration, or related field.
• Three years of grants administration, accounting, or financial program compliance experience required.
• 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.
• Strong working knowledge of federal and state grant compliance, and sub-recipient monitoring best practices; ability to interpret grant agreements, sub-award terms, and funder requirements.
• Experience developing monitoring tools, risk assessments, corrective action processes, and grant budgets; proficiency in financial analysis and expenditure review.
• 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

• Two years of experience with state and federal grant compliance, sub-recipient monitoring, and financial program compliance strongly preferred.
• Experience with housing, sheltering, or homelessness-related grant programs strongly preferred.
• CPR/AED and First Aid Certification required within first 30 days of hire.

Responsibilities

• Design and administer sub-recipient solicitation processes, including issuance of Notices of Funding Availability (NOFAs), application review, scoring, and selection in accordance with agency policy and funder requirements.
• Conduct pre-award risk assessments and organizational capacity reviews of prospective sub-recipients to inform award decisions and establish appropriate oversight levels.
• Negotiate and execute sub-award agreements, ensuring all terms, conditions, and funder requirements are clearly reflected and legally sound; coordinate with legal counsel or agency leadership as needed.
• Facilitate sub-recipient onboarding, including orientation to grant terms, compliance expectations, reporting requirements, HMIS obligations, and agency processes.
• Develop and maintain sub-award budgets, spending plans, and performance milestones in coordination with sub-recipients and program staff.
• Serve as the primary agency contact for sub-recipient organizations throughout the grant cycle, maintaining positive working relationships and providing ongoing guidance on grant requirements.
• Review sub-recipient financial reports, invoices, and reimbursement requests for accuracy, allowability, allocability, and budget adherence; process drawdowns and ensure positive organizational cash flow.
• Issue monitoring findings, develop corrective action plans, and track resolution through to closure; escalate significant concerns to the Program Director.
• Provide technical assistance and training to sub-recipients on compliance, financial management, internal controls, data reporting, and best practices; support development of sub-recipient policies and procedures.
• Collaborate with finance, HMIS/Data, and program staff to align sub-recipient reporting with internal accounting processes, audit preparation, and agency data standards.
• Manage grant closeout processes, ensuring all financial obligations, final reports, documentation, and funder deliverables are completed accurately and on time.
• Maintain complete sub-award records, monitoring documentation, and audit trails; prepare regular portfolio status and performance reports for the Compliance and Systems Associate Director.
• Directly supervises approximately 1-5 staff. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities for this position include interviewing, hiring, and training employees, as well as planning, assigning, and directing their work and appraising their performance. The Program Manager is also responsible for rewarding and disciplining employees when applicable and addressing their complaints.

Benefits

• We do not discriminate based upon race, religion, color, national origin, sex, sexual orientation, gender expression, age, veterans, and people with disabilities or any other protected category.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager