Grants & Compliance Coordinator

Job Description

Job Description

GRANTS & COMPLIANCE COORDINATOR

Reports To: Chief Executive Officer
Status: Full-Time
Supervises: None

JOB SUMMARY

The Grants & Compliance Coordinator is a new position at Rainbow Village, created to strengthen the organization's ability to manage increasingly complex grants, restricted funding and affordable housing requirements.

The Coordinator is responsible for developing and maintaining an organization-wide process that follows grants from award through implementation, expenditure, documentation, reporting and closeout. Working across Development, Finance, Programs and Operations, this position helps ensure that Rainbow Village understands its funding commitments, uses funds for their intended purposes, maintains required documentation, meets applicable requirements and can demonstrate compliance.

The Coordinator will also play a key role in compliance for Rainbow Village's affordable housing portfolio, including the 36-unit Phase II development. This position is not expected to arrive with expertise in every applicable regulation, but must be able to learn requirements, seek appropriate guidance and translate what is learned into practical processes that staff can consistently follow.

KEY RESPONSIBILITIES

Grants & Compliance

• Maintain a comprehensive inventory of active grants, contracts and restricted funds, including award amounts, approved purposes, deadlines, reporting requirements, expected outcomes and other significant requirements.
• Review grant agreements, approved proposals, budgets and award documents to identify commitments and compliance requirements.
• Follow significant grants from award through implementation, expenditure, documentation, reporting and closeout.
• Develop and maintain grant checklists, compliance calendars and other practical tools that identify responsibilities, deadlines and required documentation.
• Regularly follow up with responsible staff regarding grant deliverables, documentation, spending and outstanding requirements.
• Maintain accurate and current grant and compliance information in Salesforce, working in coordination with Development staff responsible for overall Salesforce administration.
• Maintain organized grant and compliance records and coordinate documentation needed for funder monitoring, audits and other reviews.
• Identify potential compliance concerns or documentation gaps and follow through until they are appropriately addressed.
• Seek clarification from funders, government agencies or external experts when requirements are unclear.

Financial & Program Coordination

• Work with Finance to regularly reconcile grant awards, restricted funds, expenditures and remaining balances.
• Monitor spending against approved purposes, budgets and expenditure deadlines and verify that appropriate supporting documentation is maintained.
• Work with Programs and other departments to ensure required activities, outcomes and program documentation are being completed and recorded.
• Coordinate grant start-up for significant awards so responsible staff understand commitments, responsibilities and documentation requirements.
• Review significant or complex funding opportunities before submission when feasible to help identify compliance, financial, data or operational requirements.
• Ensure Development has accurate financial, programmatic and compliance information needed to prepare funder reports.
• Provide the CEO with regular updates regarding significant grants, upcoming deadlines, remaining funds and issues requiring attention.

Affordable Housing Compliance

• Develop and maintain a working knowledge of requirements governing Rainbow Village's affordable housing portfolio, particularly the County-funded Phase II development.
• Work with Gwinnett County and other appropriate resources to understand requirements related to household eligibility, income, qualifying populations, rents, affordability, documentation and reporting.
• Develop practical procedures, checklists, worksheets and file standards for applicable housing requirements.
• Review eligibility documentation and complete or verify required income, rent and other compliance calculations.
• Maintain required household and unit compliance records and conduct periodic file reviews for accuracy and completeness.
• Work with staff responsible for intake, leasing, Family Development, Finance and housing operations to ensure requirements are consistently followed.
• Coordinate preparation for County and other funding-agency monitoring and obtain guidance when questions arise.

ORGANIZATIONAL RESPONSIBILITIES

Grant compliance is an organization-wide responsibility. The Grants & Compliance Coordinator owns the coordination, tracking and follow-through process, but does not replace the responsibilities of other departments.

Development remains responsible for fundraising, grant writing, funder relationships and funder-facing reporting. Finance is responsible for accounting and financial records. Programs are responsible for delivering funded activities and maintaining appropriate program documentation and data. The Grants & Compliance Coordinator helps connect these functions and ensures that requirements, information and documentation do not fall through the gaps.

EDUCATION & EXPERIENCE

• Bachelor's degree in a related field preferred; relevant experience may be considered in place of a specific degree.
• Three or more years of relevant experience in grants administration, compliance, government-funded programs, affordable housing, contracts or nonprofit administration preferred.
• Experience with government or federally funded programs is highly desirable.
• Affordable housing compliance experience is helpful but not required.
• Experience working with restricted funds, grant budgets, eligibility documentation or compliance records preferred.
• Experience with Salesforce or another CRM or grants management system preferred; demonstrated ability and willingness to learn Salesforce is required.

KNOWLEDGE, SKILLS & ABILITIES

• Strong organizational skills, attention to detail and follow-through.
• Ability to understand the relationship among grant requirements, expenditures, program delivery, documentation and reporting.
• Ability to read grant agreements and regulatory guidance and translate requirements into practical processes.
• Comfortable working with financial information and performing or verifying calculations accurately.
• Ability to manage multiple grants, deadlines and outstanding requirements simultaneously.
• Ability to work collaboratively across departments while following up consistently when information or action is needed.
• Curiosity and willingness to ask questions, investigate discrepancies and seek guidance when requirements are unclear.
• Strong written and verbal communication skills.
• Sound judgment and discretion when handling confidential information.

THE PERSON WE'RE LOOKING FOR

The right person for this position will be naturally curious, organized, persistent and detail-oriented. They will take the initiative to understand what Rainbow Village has committed to do, how funds may be used, what documentation is required and how financial, programmatic and reporting requirements connect.

This person does not need to know every grant or affordable housing regulation on their first day. They do need to be willing and able to learn, know when to seek help, and turn what they learn into practical processes that Rainbow Village can consistently follow.

WHAT SUCCESS LOOKS LIKE

Success means Rainbow Village has a reliable process for managing grants and compliance from award through closeout. Requirements and responsibilities are clearly understood, financial activity is regularly reconciled with grant requirements, documentation is maintained, deadlines are monitored and potential concerns are identified early. Leadership has accurate information about the status of significant grants, and Rainbow Village can confidently demonstrate that funds were used as intended and commitments were fulfilled.