Grants and Administrative Coordinator

Health Partners of Western Ohio • Toledo, OH

1d

About The Position

The Grants and Administrative Coordinator provides comprehensive coordination and administrative support for grant-funded programs, organizational initiatives, and leadership activities. The position coordinates grant tracking, data collection, reporting, documentation, and compliance, as well as administrative functions such as calendar and meeting coordination, correspondence, document preparation, record maintenance, purchasing support, and office organization. The Coordinator works with program staff, finance personnel, leadership, funding agencies, vendors, and external partners to support timely grant deliverables and efficient operations.

Health Partners of Western Ohio is an independent, nonprofit, community-directed organization serving low-income areas and communities with limited access to care. Its mission is to eliminate gaps in health outcomes by providing access to quality, affordable, preventive, and primary health care.

The role maintains grant tracking and reporting systems; supports grant applications, implementation, monitoring, and closeout; coordinates data collection and financial documentation; and provides administrative, meeting, purchasing, records, and stakeholder-support services. Work is primarily sedentary in an office setting, with repetitive office-related movement and occasional physical activities. Stressful conditions and irregular hours may be required. Reasonable accommodation may be provided to enable individuals with disabilities to perform essential functions.

Requirements

• Bachelor’s degree in Business Administration, Public Administration, Healthcare Administration, Nonprofit Management, Office Administration, Finance, Education, Public Health, or a related field; an equivalent combination of relevant education, training, and experience may be considered.
• Two to five years of experience in grant administration, grant reporting, executive or administrative support, program coordination, project coordination, or a related field.
• Strong organizational, administrative, project-coordination, and time-management skills.
• Excellent written and verbal communication, proofreading, document-formatting, and business-writing abilities.
• Ability to collect, organize, review, and accurately summarize quantitative and qualitative information.
• Strong attention to detail and ability to meet competing deadlines.
• Proficiency with Microsoft Excel, Word, PowerPoint, Outlook, Teams, SharePoint, and electronic reporting or recordkeeping systems.
• Ability to create and maintain trackers, calendars, spreadsheets, meeting records, filing systems, and standardized templates.
• Ability to work independently, take initiative, prioritize assignments, and follow through on action items.
• Ability to collaborate effectively with leadership, staff, funders, vendors, and community partners.
• Ability to maintain confidentiality, use discretion, and exercise sound judgment with sensitive information.
• Ability to perform office-related tasks involving sitting, walking, lifting, bending, twisting, reaching, pulling, pushing, manual dexterity, hand-eye coordination, and use of office equipment.
• Ability to distinguish letters and symbols and use telephones, computer terminals, fax machines, and copiers.

Nice To Haves

• Master’s degree preferred.
• Experience tracking deadlines, deliverables, performance measures, budgets, meeting follow-up, and compliance documentation preferred.
• Experience supporting multiple departments, leaders, funding sources, projects, or reporting systems preferred.
• Experience in a healthcare, nonprofit, education, public-sector, or community-based organization preferred.
• Knowledge of federal, state, local, and foundation grant requirements preferred.

Responsibilities

• Maintain a centralized tracking system for grant programs, including awards, funding periods, requirements, deliverables, deadlines, performance measures, and compliance obligations.
• Monitor grant activities and coordinate completion of requirements, milestones, and deliverables on schedule.
• Maintain grant calendars, reporting schedules, task lists, and supporting documentation.
• Coordinate grant start-up, implementation, closeout, and transition with program leadership, finance, and operational teams.
• Track grant modifications, extensions, amendments, budget revisions, carryover requests, and other award updates.
• Support grant application development by assembling documents and maintaining organizational information and historical performance data.
• Collect, review, organize, and analyze program data for grant reporting and internal monitoring.
• Prepare and coordinate submission of grant progress, performance, financial-support, and final reports by required deadlines.
• Monitor grant outcomes, deliverables, and performance measures, and ensure documentation is accurate, complete, consistent, and supported across reporting systems.
• Coordinate with program staff to obtain narratives, participant information, outcome data, and supporting records; identify gaps and follow up to resolve them.
• Assist with audits, monitoring visits, site reviews, and funder information requests; maintain grant records according to retention policies and funder requirements.
• Collaborate with finance staff to monitor grant budgets, expenditures, invoices, and budget utilization; review spending documentation and escalate discrepancies.
• Assist with purchase requests, purchase orders, invoices, vendor documentation, and expense tracking; maintain supporting financial files.
• Provide administrative support to assigned leaders, departments, committees, and program teams.
• Manage calendars, appointments, meetings, meeting spaces, and virtual meeting logistics.
• Prepare agendas, presentation materials, sign-in sheets, minutes, action-item logs, and follow-up communications.
• Draft, proofread, format, and distribute correspondence, reports, forms, policies, presentations, and other business documents.
• Monitor assigned shared mailboxes or departmental communications, route inquiries, and track responses and follow-up.
• Maintain accurate, organized, accessible, and confidential electronic and paper filing systems.
• Coordinate travel, registrations, itineraries, and reimbursement documentation when requested.
• Maintain office and program supply inventories and coordinate ordering within approved processes and budgets.
• Assist with onboarding logistics, access requests, equipment coordination, orientation materials, and administrative setup for staff or program partners.
• Provide reception, telephone, mail, copying, scanning, and other general office support as needed.
• Serve as a liaison among staff, finance, leadership, funding agencies, vendors, schools, community partners, and other stakeholders.
• Communicate deadlines, meeting needs, documentation requests, and reporting expectations; participate in funder and partner meetings and document decisions and next steps.
• Maintain workplans, status reports, contact lists, and action-item trackers for assigned initiatives.
• Coordinate meeting and event logistics, including materials, technology, attendance records, and follow-up.
• Develop and maintain templates, checklists, standard work, and procedures to improve grant tracking, reporting, and administrative efficiency.
• Recommend practical improvements to compliance, data quality, document control, communication, and workflow consistency.
• Use Microsoft 365 and approved organizational systems to organize work, track deadlines, and support collaboration.
• Cross-train on essential administrative and grant functions to support operational continuity.
• Perform other duties and special projects consistent with the position’s purpose and responsibilities.

Benefits

• Medical, dental, vision, life, and disability insurance.
• 403(b) retirement plan with up to an 8% match; starts at 3% and increases with time of service.
• Employee Assistance Program.
• Paid time off accrued per pay period.
• Seven paid holidays.
• Annual reviews and increases.
• Tuition reimbursement, eligible after two years of service.
• Training opportunities.
• Eligibility to apply for the Emerging Leaders Program after one year of service.

What This Job Offers

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