Grants Program Specialist

The Grants Program Specialist is responsible for the day-to-day administration, processing, compliance, and client support functions for assigned NHS grant-funded programs. This role manages files from intake through funding, closeout, and post-close compliance while ensuring adherence to program guidelines, funder requirements, internal controls, and service standards. The Grants Program Specialist serves as a frontline operational representative of NHS and plays a critical role in delivering accurate, timely, compliant, and customer-focused grant assistance programs that advance homeownership, neighborhood investment, and community development. Principal Job Duties & Responsibilities Program Administration & File Management Independently manage a portfolio of assigned grant applications and client files from intake through final disposition. Review applications for completeness, eligibility, and required documentation. Verify income, assets, occupancy, ownership, residency, and other program eligibility criteria. Maintain accurate electronic and hard-copy files (if required) in accordance with funder and NHS retention requirements. Track milestones, conditions, deadlines, approvals, and funding timelines. Compliance & Quality Control Ensure all files comply with federal, state, local, and private funding source requirements. Utilize checklists, SOPs, and controls to maintain file quality and audit readiness. Identify file deficiencies, missing documents, and risk issues; resolve promptly. Assist with internal audits, external monitoring reviews, and funder requests. Protect confidential client and financial information at all times. Applicant & Stakeholder Communication Serve as a primary point of contact for applicants, and other key stakeholders with respect to NHS grant programs. Explain program guidelines, required documentation, timelines, and next steps clearly and professionally. Provide responsive service while managing expectations and maintaining compliance standards. Escalate sensitive or complex matters appropriately. Closings, Funding & Disbursement Coordination Coordinate grant approvals, funding packages, and closing readiness, where applicable. Work with internal and external key stakeholders to facilitate accurate and timely disbursement of funds. Review closing packages and post-close documentation. Assist with recapture, forgiveness, lien releases, or post-close servicing requirements, where applicable. Reporting and Data Management Enter and maintain accurate data in Salesforce, spreadsheets, and other operating systems. Produce recurring production reports, pipeline reports, KPI reports, and funding status updates. Reconcile file data and documentation against reporting outputs. Support data cleanup and system improvement initiatives. Cross Functional Support Partner with Finance, Lending, Construction Services, Homeownership, Resource Development, Community Engagement and Marketing teams as needed. Support launches of new grant programs and program modifications. Participate in training, workflow redesign, and continuous improvement initiatives. Other Duties Perform additional duties and special projects as assigned by the Senior Manager or Executive Leadership. Compensation & Benefits $50,000 annually Health, dental and vision insurance Paid time off NHS offers a comprehensive benefits package. We also offer a team spirit, which strives for excellence in customer service. Position Qualifications Education Experience Minimum 2–4 years of experience in grants administration, mortgage lending, housing programs, community development, banking operations, title/closing, compliance, or related field. Experience working with regulated programs and documentation-heavy environments strongly preferred. Technical Skills Experience with Salesforce, CRM systems, grant systems, or workflow tools preferred. Ability to learn new systems quickly. Core Competencies Strong attention to detail and documentation accuracy Excellent organizational and time management skills Ability to manage multiple files and deadlines simultaneously Strong customer service and communication skills Sound judgment and problem-solving ability Compliance mindset and risk awareness Ability to work independently with accountability Professional presence and teamwork orientation Performance Measures File accuracy and completeness Timeliness of processing and closings Compliance results / audit readiness Production volume and pipeline movement Data integrity and reporting accuracy Responsiveness to clients and partners Ability to resolve issues proactively Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Regularly required to talk or hear. Frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms. The employee may occasionally lift and/or move up to 25 pounds. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate and is of a typical office environment. Remote Work Policy The Grants Specialist is required to work full-time in the office for the first 90 days of employment to support onboarding, training, and operational integration. Thereafter, the position is eligible to participate in the department’s hybrid 3/2 work schedule, requiring a minimum of 3 days in-office per week, subject to business needs and management discretion. Additional in-person attendance may be required for important meetings, team meetings, all staff meetings, audits, site visits by funders, agency events, training sessions, or other operational priorities, including twice monthly in-person team meetings. This position is primarily based at NHS’s Central Office; however, employees may be required to travel to and work from any NHS location as business needs dictate, including Chatham and West Humboldt Park offices. NHS’ Commitment to Diversity, Racial Equity, and Inclusion Neighborhood Housing Services of Chicago (NHS) is deeply committed to building and sustaining a diverse, equitable, and inclusive organization that reflects the communities we serve. We believe that diversity of backgrounds, perspectives, and experiences strengthens our work and advances our mission. NHS provides equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, genetic information, or any other characteristic protected by federal, state, or local law. Neighborhood Housing Services of Chicago #J-18808-Ljbffr Neighborhood Housing Services of Chicago