Grants Specialist

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

Job summary

Vibrant Emotional Health, formerly MHA-NYC, is seeking a Grants Specialist to support the full lifecycle of grant management, including proposal development, submission, tracking, and compliance for federally funded programs.

The role reports to the Grants Manager and involves coordinating with Finance, Legal, and Program teams to align budgets, reporting, and documentation, with a remote work arrangement.

Qualifications

• Bachelor’s degree preferred; 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.
• Interest in mental health or nonprofit sector preferred.
• Some procurement/contracts experience a plus.

Responsibilities

• Support the preparation and submission of grant proposals, renewals, and amendments.
• Draft and edit proposal narratives, work plans, and supporting materials 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.
• 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.
• 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.
• Engage in relevant professional development opportunities, including DEIB training and grants management workshops.

Skills

Organizational skills

Attention to detail

Written communication

Verbal communication

Multitasking

Emotional intelligence

Education

Bachelor's degree

Grant administration experience

Tools

Grant management software

Contract management tools

Job description

Department: Finance Reports to: Grants Manager Location: Remote Salary Range: $36.92 - $55.82 *New hires are typically brought into the organization between the minimum to midpoint of the salary range posted depending on qualifications, internal equity, and the budgeted amount for the role.

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. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role. 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.