Administrative and Grants Coordinator Full Time

Administrative support to the organization and leadership including grant management, data entry, document organization, compliance tracking, and reporting, providing crucial support to a grantmaking organization by ensuring smooth operations and accurate grant processes

Administrative Support:

• Application Processing – receive; archive; and conduct initial screening on all prospective resident applications. Collect critical demographics; case information; and signed release forms from applicants and update application tracker for processing flow. Create the agenda for weekly application review meeting and conduct all follow-up communication regarding decisions made in the meeting. Conduct timely communication with all stakeholders.
• Manage calendars, scheduling meetings, and coordinating leadership logistics and meetings
• Answer phone calls and emails from the public and partners including potential applicants, grantees, and funders.
• Maintain organized filing systems for all administrative work including grant documents, including electronic and paper records.
• Create and distribute reports on administrative and grant activity, including funding allocations, progress updates, and compliance details.
• Update varying databases for organization
• Intake Processing – coordinate all transfer logistics. Obtain and route all information and documentation required for inter-facility transfer.
• Prepare residential case files prior to admission and schedule all required appointments for client intake.
• File Management – organize program folders and maintain templates and forms
• Metrics Collection – generate metrics regarding applications and admissions processing for board review.
• IT support – general support to the organization and interface with outside IT support vendor
• Human Resources administrative support to leadership
• Programmatic Community Outreach – interface on all organizational phone calls and e-mails. Forward communication as required to applicable team members. Maintain accurate knowledge of residential programming to disseminate to recovery community.

Grant Application Management:

• Assist with the review and processing of grant applications by collecting necessary documentation, verifying eligibility, and data entry into varying grant management systems.
• Interface with Electronic Medical Record for pulling utilization data for grants tracking.
• Maintain detailed records of grant applications, including deadlines, funding amounts, and applicant information.
• Prepare grant proposals by compiling data, drafting narrative sections, and ensuring compliance with funder guidelines.
• Monitor grant compliance with reporting requirements and deadlines.
• Prepare necessary grant reports for funders, including financial statements and program impact data.
• Assist with post-award grant management, including monitoring project activities and budget expenditures.
• Enter and manage grant data in required databases, ensuring accuracy and consistency.
• Analyze grant data to identify trends and inform grantmaking strategies.
• Generate reports on grant outcomes and impact.

Required Skills and Qualifications:

• Strong organizational skills and ability to manage multiple tasks with attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and grant management software.
• Excellent communication and interpersonal skills to interact with internal and external stakeholders.
• Ability to work independently and as part of a team.
• Strong knowledge of grant writing principles and compliance regulations.
• Bachelor’s degree in non-profit management, public policy, or a related field preferred

Notes:

The work conditions and environment described here are representative of those that an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Jenna’s Promise is an Equal Opportunity Employer, committed to creating a diverse and inclusive work environment.

Job Type: Full-time

Pay: $45,000.00 – $55,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Health savings account
• Paid time off
• Parental leave
• Professional development assistance
• Vision insurance

Schedule: 8 hour shift

Ability to Relocate:

Johnson, VT 05656: Relocate before starting work (Required)
Work Location: In person