Grants Specialist

Vibrant; Northern (KY); Hybrid; USD 51,000 - 77,000; Full time

Job summary

Vibrant Emotional Health is seeking a Grants Coordinator to manage the full lifecycle of grants within the Finance department, reporting to the Grants Manager. This remote role focuses on federally funded programs such as SAMHSA and the 988/Lifeline initiative.

The Grants Specialist will ensure high-quality, timely submissions and reporting, coordinating with program and finance teams to align budgets and documentation, while supporting audits and compliance activities.

Qualifications

• Bachelor’s degree preferred; relevant experience considered.
• 5+ years supporting federal grant administration.
• Familiarity with federal grant lifecycle and reporting.
• Knowledge of 45 CFR Part 75 and 2 CFR Part 200.

Responsibilities

• Support the preparation and submission of grant proposals, renewals, and amendments.
• Assist in drafting and editing proposal narratives, work plans, and supporting materials in collaboration with internal program and finance teams.
• Ensure all application materials meet funder formatting, submission, and compliance requirements.
• Maintain accurate, organized grant files and records in internal tracking systems.
• Monitor grant deliverables, milestones, and reporting deadlines to ensure timely completion.
• Support compliance with federal regulations (including 2 CFR Part 200 and 45 CFR Part 75) and organization-wide policies.
• Assist in gathering data and documentation for audits, financial reviews, and compliance checks.
• Assist in preparing and tracking vendor contracts, consultant agreements, and subrecipient documentation related to grant-funded activities.
• Help ensure procurements align with internal policies and federal requirements.
• Coordinate with internal teams and external partners to collect necessary information and maintain documentation for procurement and contract files.
• Collaborate with Finance, Legal, and Program teams to align grant budgets, reporting, and documentation.
• Participate in weekly check-ins with the Grants Manager to review progress, address challenges, and support process improvements.
• Contribute to process streamlining and documentation improvements within the grants management function.
• Engage in relevant professional development opportunities, including DEIB training and grants management workshops.

Skills

Strong organizational skills

Attention to detail

Excellent written communication

Excellent verbal communication

Multitasking / time management

Education

Bachelor’s degree preferred

Tools

Procurement knowledge

Job description

Position Title: Grants Coordinator Department: Finance Reports to: Grants Manager Location: Remote Salary Range: $36.92 - $55.82

Formerly the Mental Health Association of New York City (MHA-NYC), Vibrant Emotional Health’s groundbreaking solutions have delivered high-quality services and support, when, where and how people need it for over 50 years.

Through our state-of-the-art technology-enabled services, community wellness programs, and advocacy and education work, we are building a society in which emotional wellness can be a reality for everyone.

Position Overview

The Grants Specialist supports the full lifecycle of grant management, including proposal development, submission, tracking, and compliance—particularly for federally funded programs such as SAMHSA and the 988/Lifeline initiative. Reporting to the Grants Manager, this role ensures high-quality, timely, and compliant grant submissions and reporting while contributing to the organization’s strategic funding efforts.

Job Duties and Responsibilities

• Support the preparation and submission of grant proposals, renewals, and amendments.
• Assist in drafting and editing proposal narratives, work plans, and supporting materials in collaboration with internal program and finance teams.
• Ensure all application materials meet funder formatting, submission, and compliance requirements.
• Maintain accurate, organized grant files and records in internal tracking systems.
• Monitor grant deliverables, milestones, and reporting deadlines to ensure timely completion.
• Support compliance with federal regulations (including 2 CFR Part 200 and 45 CFR Part 75) and organization-wide policies.
• Assist in gathering data and documentation for audits, financial reviews, and compliance checks.
• Assist in preparing and tracking vendor contracts, consultant agreements, and subrecipient documentation related to grant-funded activities.
• Help ensure procurements align with internal policies and federal requirements.
• Coordinate with internal teams and external partners to collect necessary information and maintain documentation for procurement and contract files.
• Collaborate with Finance, Legal, and Program teams to align grant budgets, reporting, and documentation.
• Participate in weekly check-ins with the Grants Manager to review progress, address challenges, and support process improvements.
• Contribute to process streamlining and documentation improvements within the grants management function.
• Engage in relevant professional development opportunities, including diversity, equity, inclusion, and belonging (DEIB) training and grants management workshops.

Required Qualifications

• Bachelor’s degree preferred; relevant experience considered
• 5+ years supporting federal grant administration
• Familiarity with federal grant lifecycle and reporting
• Basic knowledge of 45 CFR Part 75 and 2 CFR Part 200
• Strong organizational skills and attention to detail
• Excellent written and verbal communication
• Ability to manage multiple priorities and meet deadlines
• Professional, collaborative, and high emotional intelligence
• Interest in mental health or nonprofit sector preferred
• Some experience or understanding of procurement/contracts a plus

Physical Requirements

Must be able to remain in a stationary position approximately 50% of the time. Frequently communicates via video calls and email with internal and external partners.

We determine base pay through a comprehensive review of skills, experience, education, certifications, geographic location, and other relevant factors. The range listed reflects the compensation parameters for the role and does not represent the full compensation package. A complete overview of compensation and benefits will be provided by the Talent Acquisition team during the hiring process.

Full time employees will be eligible for excellent comprehensive benefits, including medical, dental, vision, supplemental income insurance, employer paid disability insurance, employer paid life insurance, pre-tax FSA for medical and dependent care, and 401K available.

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they are able to perform every task in the job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background.

Vibrant will consider any equivalent combination of knowledge, skills, education and experience to meet minimum qualifications. Vibrant Emotional Health is an equal opportunity employer. Applicants are considered for positions without regard to veteran status, uniformed service member status, race, creed, color, religion, gender, gender identity, sex, sexual orientation, citizenship status, national origin, marital status, age, physical or mental disability, genetic information, caregiver status or any other category protected by applicable federal, state or local laws.

For 50 years, Vibrant Emotional Health, formerly the Mental Health Association of New York City (MHA-NYC), has been at the forefront of promoting emotional well-being for all people. As leaders, advocates, educators, and innovators in mental health, we have been raising awareness and offering support to everyone who is struggling. We work every single day to help save lives and assist people to get care anytime, anywhere and in any way that works for them. We are unwavering in our belief that everyone can achieve emotional wellness with the right care and support.