Grants Specialist

About Us: 

Shelter House was established in 1981 as a grassroots responder to the homelessness crisis in Fairfax County.  Since the organization’s inception, we have adapted and grown to meet community needs, all while working in partnership with government and private partners and community members. Today, Shelter House is a successful and reputable organization of over 200 employees committed to preventing and ending homelessness and domestic violence.  In the last year, our compassionate team of individuals changed the lives of over 4,000 individuals, nearly half of which were children. Our Culture is built from our Core Values of Inclusivity, Collaboration, Accountability, Respect, and Empowerment (iC.A.R.E.) 

About the Role: 

The Grant Specialist supports the full lifecycle of grants management, from prospect research and proposal development to submission, reporting, and compliance. Working closely with the Director of Grants Management, this role helps advance the organization’s grants strategy by coordinating timelines, managing grant systems and documentation, and ensuring high-quality, timely submissions. The Grant Specialist also plays a key role in maintaining funder relationships, tracking deadlines and deliverables, and supporting internal collaboration across programs, finance, and leadership to ensure successful grant applications and implementation. 

Responsibilities:  

• Support implementation of the organization’s overall grants strategy in collaboration with the Director of Grants Management and Shelter House leadership 

• Assist in managing the full grant lifecycle, including pre-award, submission, award, and post-award activities 

• Review grant solicitations, Requests for Proposals (RFPs), and funder guidelines; monitor for updates, amendments, and addenda  

• Create and maintain proposal development timelines, milestone trackers, and submission calendars to ensure deadlines are met 

• Schedule, coordinate, and document internal grant planning and collaboration meetings with program, finance, and leadership staff 

• Draft, edit, format, prepare, and submit grant proposals, letters of inquiry, reports, and supporting documentation in collaboration with the Director of Grants Management 

• Prepare application materials including cover pages, tables of contents, attachments, and other required submission documents 

• Review application materials to ensure consistency and alignment between budgets, budget narratives, proposal narratives, and supporting documentation 

• Assist with grant implementation activities, including scheduling implementation and kickoff and implementation meetings, tracking deliverables, and monitoring reporting deadlines 

• Conduct grant prospect research by identifying new funding opportunities and sharing recommendations for review 

• Support funder engagement activities by tracking outreach efforts, sending reminders, and drafting communications as requested 

• Coordinate the execution of grant agreements, including obtaining signatures and distributing finalized documents to appropriate staff 

• Maintain organized grant documentation systems, including the Grants Tracker, electronic and paper grant files, and OneDrive records 

• Maintain and update Salesforce records, including regular reconciliation with Finance and Development teams 

• Manage the grants email inbox and ensure timely follow-up on communications, requests, and action items 

• Support grant compliance and monitoring activities, including internal tracking and documentation reviews as directed 

• Assist in preparing for funder site visits, audits, and monitoring activities by organizing materials, coordinating meetings, and managing follow-up communications 

• Contribute to the development and maintenance of funding guides, outcome tracking tools, and related grants management resources 

• Provide and manage staff access to external funder systems and grants management platforms (e.g., CAMS, OGMS, GMS, DCJS PMT), as needed 

About You: 

Required: 

• A bachelor’s degree 

• 1-2 years of relevant experience 

• Exceptional writing, editing, and proofreading skills, with strong attention to detail 

• Ability to manage multiple deadlines, priorities, and stakeholders with professionalism 

• Outstanding organizational and time management skills 

• Proficiency with Microsoft Office Suite (particularly Excel and Word) and Adobe; experience with Customer Relationship Management systems is a plus 

Physical Requirements: 

• Annual TB Test is required 

• Ability to sit or stand for long periods 

• Ability to lift items weighing 10-20 pounds

Benefits: 

• Medical, Dental & Vision Insurance 

• 401K contributions with a 4% employer match 

• 13 Paid Holidays, 2 Floating Holidays and the opportunity to take your Birthday Off 

• Four Annual Employee Engagement Events

Equal Employment Opportunity: 

Equal Employment Opportunity Policy: Shelter House is committed to providing equal employment opportunity to all employees and applicants. All employment-related decisions will be made and carried out without regard to race, color, religion, national origin, ancestry, citizenship, age (over 40), sex, marital status, pregnancy, sexual orientation, gender identity, veteran status, disability unrelated to the individual's ability to perform his or her job or any other legally protected status. Shelter House will also provide reasonable accommodations to pregnant and qualified employees with disabilities to enable them to perform the essential functions of their job, and to employees with respect to their observance of their religious beliefs, in accordance with applicable law. Any job applicant or employee who would like or needs an accommodation may request an accommodation by contacting the Human Resources department. 

Drug and Alcohol-Free Workplace Policy:  

Drug-Free Workplace: Shelter House is committed to maintaining a drug-free workplace. Employment is contingent upon compliance with our Drug-Free Workplace Policy, which prohibits the unlawful manufacture, sale, distribution, dispensation, possession, or use of controlled substances or marijuana in the workplace. Additionally, all subcontracts and purchase orders over $10,000 must include provisions ensuring a drug-free workplace.