Grants and Administrative Coordinator
Posted
Description
Grants and Administrative Coordinator
Job Type: Full-Time, Salary Exempt
Schedule: Monday - Friday
About Us
Health Partners of Western Ohio is an independent, non-profit and community-directed organization. We serve low-income areas and places without access to care. We’re led by a volunteer Board of Directors. Most of our board members are also patients. Our Mission is to eliminate gaps in health outcomes for all members of our community by providing access to quality, affordable, preventive and primary health care.
The Grants and Administrative Coordinator provides comprehensive coordination and administrative support for grant-funded programs, organizational initiatives, and leadership activities. This position coordinates grant tracking, data collection, reporting, documentation, and compliance activities while also performing administrative functions such as calendar and meeting coordination, correspondence, document preparation, record maintenance, purchasing support, and general office organization. The Coordinator works closely with program staff, finance personnel, leadership, funding agencies, vendors, and external partners to support timely grant deliverables and efficient day-to-day operations.
Benefits Offered:
- Insurance - Medical, Dental, Vision, Life, and Disability
- 403(b) Retirement with up to 8% match - Starts at 3% and increases with time of service
- Employee Assistance Program
- Paid Time Off (PTO) – Accrued per pay
- Paid Holidays – 7 paid holidays
- Annual Reviews and Increases
- Tuition Reimbursement – Eligible after 2 years of service
- Training Opportunities
- Eligible to apply for the Emerging Leaders Program after 1 year of service
Qualifications:
- Bachelor’s degree in Business Administration, Public Administration, Healthcare Administration, Nonprofit Management, Office Administration, Finance, Education, Public Health, or a related field required; a Master’s degree is preferred.
- An equivalent combination of relevant education, training, and experience may be considered.
Experience:
- Two to five years of experience in grant administration, grant reporting, executive or administrative support, program coordination, project coordination, or a related field.
- Experience tracking deadlines, deliverables, performance measures, budgets, meeting follow-up, and compliance documentation preferred.
- Experience supporting multiple departments, leaders, funding sources, projects, or reporting systems preferred.
- Experience in a healthcare, nonprofit, education, public-sector, or community-based organization is preferred.
Skills/Abilities:
- Strong organizational, administrative, project-coordination, and time-management skills.
- Excellent written and verbal communication, proofreading, document-formatting, and business-writing abilities.
- Ability to collect, organize, review, and summarize quantitative and qualitative information accurately.
- Strong attention to detail and demonstrated ability to meet competing deadlines.
- Proficiency with Microsoft Excel, Word, PowerPoint, Outlook, Teams, SharePoint, and electronic reporting or recordkeeping systems.
- Ability to create and maintain trackers, calendars, spreadsheets, meeting records, filing systems, and standardized templates.
- Ability to work independently, take initiative, prioritize assignments, and follow through on action items.
- Ability to collaborate effectively with leadership, staff, funders, vendors, and community partners.
- Knowledge of federal, state, local, and foundation grant requirements is preferred.
- Ability to maintain confidentiality, use discretion, and exercise sound judgment when handling sensitive information.
ESSENTIAL FUNCTIONS AND BASIC DUTIES:
- Maintain a centralized system to track grant-funded programs, including award amounts, funding periods, reporting requirements, deliverables, deadlines, performance measures, and compliance obligations.
- Monitor grant activities to ensure requirements, milestones, and deliverables are completed on schedule.
- Develop and maintain grant calendars, reporting schedules, task lists, and supporting documentation.
- Coordinate grant start-up, implementation, closeout, and transition activities with program leadership, finance, and operational teams.
- Track grant modifications, extensions, amendments, budget revisions, carryover requests, and other award updates.
- Support grant application development by assembling required documents, maintaining standard organizational information, and providing historical performance and reporting data.
- Collect, review, organize, and analyze program data required for grant reporting and internal monitoring.
- Prepare, compile, and coordinate submission of grant progress reports, performance reports, financial support documentation, and final reports by required deadlines.
- Monitor outcomes, deliverables, and performance measures identified in grant agreements.
- Ensure data and documentation are accurate, complete, consistent, and supported across reporting systems.
- Collaborate with program leaders and staff to obtain narratives, participant information, outcome data, and supporting records.
- Identify reporting or documentation gaps and coordinate follow-up to resolve deficiencies.
- Assist with audits, monitoring visits, site reviews, and funder requests for information.
- Maintain grant records in accordance with organizational retention policies and applicable funder requirements.
- Collaborate with finance staff to monitor grant budgets, expenditures, invoices, and budget utilization
- Review spending activity and supporting documentation for alignment with approved grant budgets and program activities.
- Assist with purchase requests, purchase orders, invoices, vendor documentation, and expense tracking related to grants and assigned departments.
- Reconcile programmatic activities with financial reporting requirements and escalate discrepancies for review.
- Maintain organized files for contracts, quotes, invoices, approvals, and other financial support documents.
- Provide administrative support to assigned leaders, departments, committees, and program teams.
- Manage calendars, coordinate appointments, schedule meetings, reserve meeting space, and support virtual meeting logistics.
- Prepare meeting agendas, presentation materials, sign-in sheets, minutes, action-item logs, and follow-up communications.
- Draft, proofread, format, and distribute correspondence, reports, forms, policies, presentations, and other business documents.
- Monitor shared mailboxes or departmental communications as assigned, route inquiries, and track responses and follow-up items.
- Maintain electronic and paper filing systems so records are accurate, organized, accessible, and confidential.
- Coordinate travel arrangements, registrations, itineraries, and reimbursement documentation when requested.
- Maintain office and program supply inventories and coordinate ordering within approved processes and budgets.
- Assist with onboarding logistics, access requests, equipment coordination, orientation materials, and administrative setup for new staff or program partners.
- Provide reception, telephone, mail, copying, scanning, and other general office support as needed.
- Serve as a liaison among program staff, finance teams, leadership, funding agencies, vendors, schools, community partners, and other external stakeholders.
- Communicate upcoming deadlines, meeting needs, documentation requests, and reporting expectations to appropriate stakeholders.
- Participate in meetings with funders and partners and document decisions, responsibilities, and next steps.
- Maintain project workplans, status reports, contact lists, and action-item trackers for assigned initiatives.
- Coordinate meeting and event logistics, including materials, technology, attendance records, and post-meeting follow-up.
- Provide courteous and timely communication while maintaining appropriate confidentiality and professional boundaries.
- Develop and maintain templates, checklists, standard work, and procedures that improve grant tracking, reporting, and administrative efficiency.
- Recommend practical solutions to improve compliance, data quality, document control, communication, and workflow consistency.
- Use Microsoft 365 tools and approved organizational systems to organize work, track deadlines, and support collaboration.
- Cross-train on essential administrative and grant functions to support continuity of operations.
- Perform other duties and special projects as assigned that are consistent with the position’s purpose and responsibilities.
Work Environment:
Work is primarily sedentary, demanding sitting, walking, lifting, and bending. Those physical movements and the degree of mobility, manual dexterity, and hand-eye coordination commonly associated with duties in an office setting will be performed repetitively. This also includes bending, twisting, reaching, lifting, pulling, pushing, and walking. The ability to distinguish letters and symbols and utilize telephones, computer terminals, fax machines, and copiers is required. The work environment characteristics described here represent those employee encounters while performing the essential functions of this job. Reasonable accommodation may be provided to enable individuals with disabilities to perform essential functions. Working under stressful conditions, as well as irregular hours, may be required.