Grant Compliance Coordinator - Mirror Ministries

Job Description

Job Description

Grant Compliance Coordinator - Mirror Ministries

About Mirror Ministries 

 

Mirror Ministries’ mission is to respond to domestic minor sex-trafficking with the love of Christ through local education, intervention, restoration, and aftercare. Mirror Ministries works throughout Benton and Franklin counties to provide training, education, and awareness to local schools, agencies, and businesses. A team of advocates, counselors, and volunteers provides intensive case management through counseling, therapeutic services, mentors, and survivor support groups at the Mirror Ministries Outreach Center and Esther’s Home. Mirror Ministries is a non-profit Christian organization dedicated to serving people of all faiths and backgrounds. 

Grant Compliance Coordinator Job Summary

The Grant Compliance Coordinator oversees reporting, administration, and compliance for all grants awarded to Mirror Ministries, with primary emphasis on state and federal funding. The position also manages reporting obligations for local government, foundation, corporate, and other grant awards. 

Working closely with executive leadership, finance, donor development, and program staff, this person ensures that awarded funds are used according to grant agreements, reports are accurate and timely, and supporting records are complete. The Grant Compliance Coordinator translates funder requirements into practical procedures and identifies compliance concerns before they affect funding or services. 

The position focuses on managing awarded grants. Grant writing and identifying new funding opportunities may be supported as needed. 

Key Responsibilities 

Grant administration and reporting 

• Maintain a master calendar of reporting deadlines, grant periods, required approvals, renewals, and closeout activities for all awarded grants. 

• Review award agreements, approved budgets, work plans, and reporting instructions; communicate requirements to responsible staff. 

• Prepare and coordinate narrative, performance, and financial reports for local, state, federal, foundation, and corporate funders. 

• Collect and verify program data, outcomes, and financial information used in reports. 

• Maintain required grant-system access and submit reports through designated portals. 

• Coordinate funder correspondence, document guidance, and retain submission confirmations. 

• Prepare requests for budget revisions, extensions, and other changes requiring funder approval. 

 

 

Financial oversight and compliance 

• Monitor grant expenditures against approved budgets, funding restrictions, and award periods. 

• Work with finance to reconcile grant reports with accounting records and verify supporting documentation. 

• Review payroll allocations, matching contributions, reimbursement requests, and program income where applicable. 

• Review proposed purchases, contracts, personnel changes, and program revisions for compliance with award terms. 

• Coordinate procurement, property management, and contractor or subrecipient documentation when required. 

• Support grant-related audits, monitoring reviews, corrective actions, and final financial reconciliation. 

Program coordination and documentation 

• Work with program leadership to establish consistent collection of required service data and performance measures. 

• Maintain organized, secure grant files containing agreements, amendments, reports, approvals, and supporting records. 

• Protect confidential survivor information and use aggregate or deidentified reporting data as appropriate. 

• Train staff on grant requirements and provide practical tools for documentation and reporting. 

• Communicate reporting barriers, compliance concerns, and needed decisions promptly to leadership. 

• Coordinate grant closeout and required record retention. 

• Work with donor development to ensure grant-funded communications meet funder acknowledgement requirements. 

Required Qualifications 

• Demonstrated experience administering awarded grants, including state or federal grants. 

• Experience preparing narrative, performance, and financial reports. 

• Working knowledge of federal Uniform Guidance, including 2 CFR Part 200, and the ability to interpret state and other funder requirements. 

• Experience monitoring budgets, reviewing expenditure documentation, and interpreting grant agreements. 

• Strong writing, organization, analytical, and deadline-management skills. 

• Ability to translate complex requirements into clear procedures and staff responsibilities. 

• Ability to collaborate with finance, program staff, donor development, executive leadership, and funders. 

• Sound judgment and discretion when handling confidential information. 

• Commitment to Mirror Ministries’ mission and values of Dignity, Empowerment, Community, Faith, and Integrity. 

• A relevant degree in accounting, finance, public administration, nonprofit management, or a related field is preferred. Equivalent professional experience will be considered. 

Preferred Qualifications 

• Experience managing a portfolio of local, state, federal, and private grants. 

• Familiarity with Washington State grant administration and reporting systems. 

• Experience administering HHS or OASH awards. 

• Familiarity with JustGrants, GrantSolutions, the Payment Management System, and SF-425 reporting. 

• Experience with grant audits, monitoring reviews, procurement, or subrecipient oversight. 

• Experience in nonprofit human services, residential programs, or survivor-centered organizations. 

• Experience building or improving grant management procedures. 

Initial Priorities 

During the first 30–90 days, the Grant Compliance Coordinator will: 

• Inventory all active awards and identify their budgets, restrictions, reporting requirements, and deadlines. 

• Establish a master reporting calendar and clearly assigned staff responsibilities. 

• Review state and federal awards first for immediate compliance and reporting needs. 

• Reconcile grant budgets and reporting practices with finance. 

• Assess documentation and policy gaps and implement practical improvements. 

• Establish consistent reporting, approval, and closeout procedures across the grant portfolio. 

Working Relationships and Accountability 

The Grant Compliance Coordinator coordinates grant administration, reporting, and compliance. Finance retains responsibility for accounting, payroll, and financial records. Program leadership owns service delivery and accurate program data. Donor development coordinates funding relationships and new grant opportunities. Executive leadership retains approval and certification authority. 

 

Working Conditions 

 

Work is primarily performed in an office environment within a standard 40-hour work week; however, evening and weekend hours are frequently required during events, community engagement, and peak fundraising periods. The position involves occasional in-state travel and on-site work at event venues, outdoor locations, and community settings. Extended computer use may occasionally result in physical strain or discomfort. Occasional lifting up to 25 pounds may be required. 

 

Position: Full-time 

Schedule: 8:30 am-5:00 pm weekdays

Location: Based out of Mirror Ministries Outreach Center in Kennewick, Washington.

Compensation:$24.00 - $27.00 hourly 

Additional Benefits: 

• 8 paid holidays 

• 80 hours (2 weeks) of paid time off per year 

• Accrued Sick pay as per WA State law 

• Company-supplied computer

• Monthly medical stipend$400.00 

• Local health club membership