Grants Administration Coordinator

Mid-Willamette Valley Community Action Agency; Salem (OR); On-site; USD 60,000 - 80,000; Full time

Job summary

Mid-Willamette Valley Community Action Agency in Salem, OR seeks a Grants Administration Coordinator to oversee the full grant lifecycle for housing and shelter programs. You will support grant research, pre-award to closeout, sub-recipient onboarding, budgeting, reporting, and compliance across multiple funders.

This role requires attention to detail, strong communication with sub-recipients and internal teams, and the ability to maintain audit-ready documentation.

Qualifications

• Associate degree in accounting/finance/public administration preferred.
• Two years grants administration or financial program compliance experience required.
• Experience with grant financial reporting, reimbursement processing, or sub-award administration preferred.
• Experience with housing or homelessness programs strongly preferred.
• Equivalent combination of education and experience considered.

Responsibilities

• Research housing and sheltering funding opportunities and assist with grant applications.
• Support sub-recipient solicitation, including NOFA drafting/distribution, and organize review materials.
• Assist with pre-award capacity reviews of prospective sub-recipients, including review of financial docs and internal controls.
• Prepare sub-award agreements and coordinate sub-recipient onboarding, reporting schedules, HMIS obligations, and compliance expectations.
• Maintain sub-award budgets and monitor expenditures against approved budgets, flag variances.

Skills

Grant compliance

Sub-recipient monitoring

Financial reporting

HMIS familiarity

Microsoft Office

Communication

Training & technical assistance

Education

Associate's Degree in Accounting/Finance/Public Administration

Tools

Microsoft Office

HMIS

Database software

Reporting platforms

Job description

OUR MISSION: MWVCAA invests in people and their futures to reduce the impacts of poverty.

OUR VISION:

We envision a just future, where our communities are empowered to reach positive outcomes and everyone is respected for their infinite worth.

Working at MWVCAA means becoming part of a mission-driven community dedicated to equity, dignity, and opportunity for all. We offer competitive pay, a rich company culture that values diversity, and an array of benefits - but we consider the best benefit here to be the reward of helping those in our community live better lives. Come find meaningful work and bring your skills as a Grants Administration Coordinator.

The Grants Administration Coordinator supports the full grant 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, this position assists with grant research and application development, administers sub-recipient solicitation processes, prepares sub-award agreements, supports sub-recipient onboarding, financial reporting, and drawdown processing, conducts desk reviews and on-site monitoring visits, tracks corrective action plan resolution, and provides technical assistance to sub-recipient organizations. The Grants Administration Coordinator plays a key role in ensuring grant funds are accurately tracked, sub-recipients operate in accordance with grant terms, funder requirements, and state and/or federal guidelines, and the agency maintains audit-ready documentation across its sub-recipient portfolio.

This team offers a lot of growth opportunities and professional development through hands-on experience.

Monday-Friday. Day Shift.

MINIMUM QUALIFICATIONS The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE

• 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.

CERTIFICATES, LICENSES, REGISTRATIONS

• 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.

KNOWLEDGE, SKILLS, AND ABILITIES

• 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.

WHAT YOU WILL DO TO SUPPORT THE COMMUNITY

• Research housing and sheltering funding opportunities and assist with grant applications, including gathering supporting documentation, reviewing budget narratives and submissions against funder requirements.
• Support sub-recipient solicitation processes, including drafting and distributing Notices of Funding Availability (NOFAs), tracking applications, and organizing review materials for scoring 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; coordinate sub-recipient onboarding, including reporting schedules, HMIS obligations, and compliance expectations.
• Maintain sub-award budget tracking tools and spending plans; monitor expenditures against approved budgets and flag variances to the Grants Administration Manager.
• Review sub-recipient invoices and reimbursement requests for completeness, accuracy, and allowability; process approved drawdowns and submit required financial reports to funders on schedule.
• Assist in implementing the sub-recipient monitoring plan, including scheduling desk reviews and on-site monitoring visits in accordance with state and/or federal guidelines and agency policy.
• Conduct pre-monitoring preparation, desk reviews, and on-site monitoring visits; review files, financial and programmatic documentation, internal controls, and program operations for compliance with grant terms.
• Document monitoring concerns in written reports; issue concerns to sub-recipients, track corrective action plans through to closure, and conduct follow-up reviews to verify resolution.
• Respond to sub-recipient inquiries; escape complex issues, unresolved concerns, significant compliance risks, or performance concerns to the Grants Administration Manager.
• Provide technical assistance and training to sub-recipients on grant compliance, documentation standards, internal controls, and data reporting; recommend capacity-building activities to address identified gaps.
• 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, including 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; maintain consistent attendance and punctuality.

PHYSICAL AND MENTAL DEMANDS

• Maintains calm dispositions and regulates emotions when clients, staff, or others may become escalated.
• Regulates emotions and handles pressure of frequent demands for attention, time and work tasks.
• Specific vision abilities required by this job include close vision and ability to adjust focus.
• Occasionally lift up to 25 pounds.
• Manual dexterity for handling office equipment.
• Occasional driving in all weather conditions to sites in Polk and Marion counties.

WORK ENVIRONMENT

• Weekend, evening, and holiday working hours when necessary.
• Occasional remote work from home.
• Occasionally exposed to outside weather conditions
• Driving in all weather conditions.
• Occasional urgent situations requiring law enforcement involvement and/or paramedic professionals.
• Close quarters, often with a client population experiencing homelessness, substance use disorders, and/or severe and persistent mental illness, and/or unpredictable behavior.

MWVCAA is proud to be an Equal Opportunity Employer. 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. We welcome all people to join us in achieving our Mission. If you require any assistance in the application process, or reasonable accommodations to perform the essential duties of the position, please notify a member of our team at [phone].

Note that compensation for each role at MWVCAA is based off a number of factors such as experience and education.

If you need ADA accommodations to apply for MWVCAA job openings, please contact Human Resources at [e-mail] or call 503-585-6232 to ask for a HR Team Member.

Pre-employment background and drug screening is required.