Grants Administration Manager

OUR MISSION: Mid-Willamette Valley Community Action Agency 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.

GENERAL DESCRIPTION

The Grants Administration Manager oversees the full lifecycle of the agencys external housing and sheltering fund sub-recipient grant program - from opportunity identification and sub-award solicitation through active grant management monitoring and closeout. This position ensures grant sub-recipients operate in alignment with federal state and funder requirements and that grant funds are deployed effectively to achieve positive housing outcomes. The Grants Administration Manager serves as a primary agency contact for sub-recipient organizations and coordinates closely with program finance compliance and data staff to maintain the integrity of the sub-recipient portfolio.

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

EDUCATION and/or EXPERIENCE

• Bachelors Degree in Accounting Finance Business Administration Public Administration or related field.

• Three years of grants administration accounting or financial program compliance experience required.

• Two years of experience with state and federal grant compliance sub-recipient monitoring and financial program compliance strongly preferred.

• Experience with housing sheltering or homelessness-related grant 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

• Strong working knowledge of federal and state grant compliance and sub-recipient monitoring best practices; ability to interpret grant agreements sub-award terms and funder requirements.

• Experience developing monitoring tools risk assessments corrective action processes and grant budgets; proficiency in financial analysis and expenditure review.

• 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.

ESSENTIAL DUTIES AND RESPONSIBILITIES This job description is not intended to be all-inclusive. Employee will also perform other reasonably related business duties as assigned by immediate supervisor and other management as required.

• Design and administer sub-recipient solicitation processes including issuance of Notices of Funding Availability (NOFAs) application review scoring and selection in accordance with agency policy and funder requirements.

• Conduct pre-award risk assessments and organizational capacity reviews of prospective sub-recipients to inform award decisions and establish appropriate oversight levels.

• Negotiate and execute sub-award agreements ensuring all terms conditions and funder requirements are clearly reflected and legally sound; coordinate with legal counsel or agency leadership as needed.

• Facilitate sub-recipient onboarding including orientation to grant terms compliance expectations reporting requirements HMIS obligations and agency processes.

• Develop and maintain sub-award budgets spending plans and performance milestones in coordination with sub-recipients and program staff.

• Serve as the primary agency contact for sub-recipient organizations throughout the grant cycle maintaining positive working relationships and providing ongoing guidance on grant requirements.

• Review sub-recipient financial reports invoices and reimbursement requests for accuracy allowability allocability and budget adherence; process drawdowns and ensure positive organizational cash flow.

• Issue monitoring findings develop corrective action plans and track resolution through to closure; escalate significant concerns to the Program Director.

• Provide technical assistance and training to sub-recipients on compliance financial management internal controls data reporting and best practices; support development of sub-recipient policies and procedures.

• Collaborate with finance HMIS/Data and program staff to align sub-recipient reporting with internal accounting processes audit preparation and agency data standards.

• Manage grant closeout processes ensuring all financial obligations final reports documentation and funder deliverables are completed accurately and on time.

• Maintain complete sub-award records monitoring documentation and audit trails; prepare regular portfolio status and performance reports for the Compliance and Systems Associate Director.

• Other duties as assigned.

SUPERVISORY RESPONSIBILITIES

Directly supervises approximately 1-5 staff. Carries out supervisory responsibilities in accordance with the organizations policies and applicable laws. Responsibilities for this position include interviewing hiring and training employees as well as planning assigning and directing their work and appraising their performance. The Program Manager is also responsible for rewarding and disciplining employees when applicable and addressing their complaints.

PHYSICAL AND MENTAL DEMANDS Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

• 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

• Mostly indoor work environment with frequent interruptions and demands.

• 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 .

Required Experience:

Manager