Grant Compliance Coordinator

About the Organization

Appalachia Service Project, Inc. (ASP) is a Christian ministry, open to all people, that that inspires hope and service through volunteer home repair and replacement in Central Appalachia.  ASP is a non-profit 501(c)(3) organization.  Using the skills and efforts of thousands of volunteers, ASP provides home repair and replacement to low-income households in Central Appalachia.

ASP is an equal opportunity employer. No one will be denied employment on the grounds of age, race, color, national origin, sex, sexual orientation, gender identity, family status or differing physical or mental ability. Employment decisions will be based on merit, qualifications, and ability to perform the duties of the position for which employment is sought.  

About the Position

The Grant Compliance Coordinator is a part of the Operations Department and plays a critical role in ensuring ASP’s compliance with all local, state, and federal home repair grant requirements. This position is responsible for coordinating grant workflows, managing homeowner case files, and ensuring accurate and timely documentation, reporting, and closeout procedures for all housing-related grants.

This position works closely with ASP’s Home Repair and New Build/Disaster Recovery teams, field staff, and accounting, and serves as the primary liaison for grant-related compliance. Experience in grant compliance, particularly with public sector funding sources, is essential to success in this role. The coordinator is directly responsible to the Grant Compliance Manager.

This position can be based in Johnson City, TN, or may be able to work remotely with travel to ASP headquarters on a regular basis. Irregular hours may be required on rare occasions and will be scheduled in advance.

Job Responsibilities

Grant Management:

• Oversee and ensure all multi-year grants are tracked appropriately
• Serve as a point of contact for grant agencies
• Develop, maintain, and ensure participation with proper grants management procedures
• Manage workflow process for all types of grants, ensuring timeliness and accuracy
• Ensure all grants are accurately closed by their deadline, submitting all final paperwork, reports, etc.
• Maintain organized homeowner case files with all documentation, photos, work scope, etc. to be submitted to grant agencies
• Assist with gathering and completing other pre-qualifying efforts during the homeowner application process as needed
• Contribute to the development and use of ASP’s client management system, ASPire, to manage and track repair projects and funding sources
• Produce regular and ad hoc grant reports for internal use as needed

Database Management:

• Serve as a point of contact for Skycog to make necessary upgrades to ASPire (internal client management system)
• Coordinate necessary upgrades to ensure that ASPire continues to track repair projects and funding sources as needed for reporting within ASP and external agencies
• Manage internal ASP inquiries for ASPire updates when issues arise

Staff Training:

• Train both full-time and temporary staff on all grant processes
• Communicate any process changes quickly and thoroughly
• Develop training materials and standard operating procedures

Homeowner Communication:

• Ensure that all homeowner documentation has been collected and submitted to the designated funding source
• Coordinate communication with homeowners as needed, answering any questions about the process and timeline

Administrative:

• Meet assigned deadlines for all tasks and projects
• Adhere to overall departmental budget guidelines
• Maintain thorough documentation of work completed and reporting
• Other duties that contribute to the smooth running of ASP’s ministry and daily operations

Candidate Description

Required:

• Bachelor’s degree or equivalent professional experience
• Experience with grant management and the overall grant administration process
• Highly effective oral and written communicator with the ability to adapt to a wide range of communication styles
• Excellent organizational skills
• Project management skills
• Mathematical literacy and knowledge of grant processes for accounting and financial reporting
• Proven ability to track and manage several projects and processes simultaneously
• High level of demonstrated accuracy
• Exceptionally motivated, organized and detail-oriented
• Team player with a willingness to work in other areas that contribute to the smooth running of operations at ASP and with ASP’s ministry

Desired:

• Experience with ASP or a similar home rebuild/repair program
• Experience in home construction or home repair

Compensation

ASP provides a market-based salary and generous employee benefits program, including:

• Comprehensive medical and dental insurance offered for employee and family
• Life insurance, retirement plan, medical spending plan and other typical benefits
• Generous holiday, vacation, personal and sick time away based on ASP policy in effect at time of employment
• Phone and laptop provided for work use
• ASP vehicle available for business travel