HomeGrown Program Administrator

Neighborhood Housing Services of Chicago•Chicago, IL

11d•$25•Onsite

About The Position

The Program Administrator is responsible for managing the operational, reporting, and compliance functions of the HomeGrown Purchase Assistance Grant Program. This role ensures that all program data, documentation, workflow processes, and reporting activities are accurate, timely, and aligned with the requirements of the City of Chicago Department of Housing. The Program Administrator maintains real-time program records, supports application processing, and develops program documents essential to effective program delivery.

Requirements

Bachelor’s degree in public administration, business, social sciences, urban planning, or related field preferred.
Minimum of 2–3 years of experience in program administration, data management, compliance, or related work.
Strong attention to detail with exceptional organizational and recordkeeping skills.
Ability to manage large volumes of data accurately and maintain real-time records.
Strong written and verbal communication skills.
Ability to manage competing deadlines and adapt to evolving program needs.
Proficiency in MS Office; databases, and digital document systems.
Commitment to equity, inclusion, and serving diverse communities.

Nice To Haves

Experience working with government-funded programs or grant administration highly desirable.

Responsibilities

Program Data & Records Management Maintain a comprehensive project database with real-time, accurate records of: Communications with applicants and eligible homebuyers.
Program applications, eligibility documentation, and required supporting files.
Program timelines, deadlines, and application status updates.
HomeGrown grant closings, funding disbursement, and overall funding status.
Ensure all records are organized, auditable, and compliant with City of Chicago requirements.
Reporting & Compliance Prepare and submit monthly reports detailing any recapture payments received.
Prepare and submit quarterly performance reports that summarize program status, funding utilization, and homebuyer demographics.
Ensure adherence to all reporting requirements established by the Department of Housing and maintain readiness for audits or monitoring reviews.
Document Development & Workflow Support Develop and maintain program documents including workflow charts, correspondence templates, applicant notifications, and process guides.
Update program materials as needed to reflect policy or procedural changes.
Operational Coordination Support program staff by ensuring timely access to accurate data, documents, and applicant information.
Coordinate communication across the program team to ensure consistent application of program rules.
Maintain organized digital and physical filing systems aligned with City of Chicago recordkeeping standards.