Administrative, Grants & Operations Specialist

Job Title: Administrative, Grants & Operations Specialist

Employment Type: Full Time, Non-exempt position; 37.5 hours per week

Monday–Friday | 8:30 am – 4:30 pm | 37.5 hours per week

Washington County Commission on Aging, Inc.
Location: 535 East Franklin Street, Hagerstown, MD

Position Overview:

The Administrative, Grants & Operations Specialist supports organization effectiveness through grant development and administration, program coordination, administrative operations, records management, routine technology support, and process improvement. This resourceful, solutions-oriented position works closely with Program Managers (PMs) and leadership to keep grant activities, documentation, outcomes, and expenditures aligned with approved requirements, program objectives, budgets, and applicable regulations.

Essential Responsibilities:

Grant Development & Administration:

· Research grant opportunities aligned with organizational programs, services, and priorities: assist with applications, proposals, narratives, budgets, and supporting materials.

· Maintain a grant calendar tracking deadlines, award periods, renewals, reporting requirements, and deliverables.

· Track grant awards, expenditures, balances, matching requirements, allowable costs, and reporting deadlines; flag potential compliance concerns.

· Partner with PMs to interpret grant requirements, align activities, and spending with approved purposes, and collect data, outcomes, statistics, and narratives.

· Prepare or coordinate grant reports and maintain complete, organized, audit-ready grant files; monitor requirement changes and communicate updates.

Administrative & Operations Support:

· Provide administrative support to leadership and operational support to PMs; prepare correspondence, reports, presentations, spreadsheets, forms, and procedures.

· Develop and maintain tracking tools, calendars, and systems that improve efficiency; coordinate cross-department projects, meetings, events, and special initiatives.

· Identify process improvements, research problems, recommend practical solutions, and provide backup support as organization needs arise.

Records & File Management:

· Maintain organized, accessible electronic and physical records, monitor shared drives, and storage locations.

· Support consistent file naming, security, retention, archiving, and document practices in accordance with organizational policies and applicable requirements.

Technology & Office Equipment Support:

· Provide first-line assistance with routine computer, software, printer, copier, scanner, telephone connectivity, access, and workstation issues.

· Help staff set up and trouble shoot equipment and peripherals, coordinate with IT or equipment vendors when needed. Maintain an inventory of technology and office equipment, identify recurring issues, and recommend solutions.

Communication & Collaboration:

· Build productive working relationships with PMs, leadership, vendors, grantors, and community partners.

· Communicate clearing and professionally, follow up on assignments and deadlines, share relevant updates, and explain requirements in practical terms.

· Take initiative, ask questions, research answers, and take ownership of finding solutions.

Qualifications:

• Associate’s Degree, Bachelor’s degree, or equivalent combination of education and relevant experience required.
• Proficiency with Microsoft Word, Excel, Outlook, and Teams; ability to learn new software and technology quickly required.
• Ability to manage multiple projects, priorities, and deadlines required.
• Experience in grant writing or administration, grant-funded programs, expenditure tracking, compliance, budgets, or spreadsheets preferred.
• Experience with records/document management and basic technology or office equipment support preferred.
• Experience in Aging services, human services, healthcare, nonprofit, government, or foundation-funded organizations preferred.
• Excellent communication and interpersonal abilities
• Demonstrated ability to learn quickly and work independently in a fast-paced environment
• Must possess a valid driver’s license and have reliable transportation with current auto Insurance
• Must pass a criminal background check, physical, and drug screen

· Vaccines are required for this position

The Ideal Candidate & Measures of Success:

The successful candidate is creative, dependable, detail-oriented, flexible, and comfortable with independently. They enjoy variety, solve problems, proactively, manage financial and written information carefully, and are willing to help wherever needed. Success is reflected in accurate and timely grant submissions and reports; proactive deadline and compliance tracking; informed PMs; organized records; dependable routine technology support; more efficient processes; and clear, timely information for leadership and staff.

Compensation & Benefits:

• Salary Range: $19.00 – $20.50
• Health, dental, and vision insurance (single & family coverage available).
• Life insurance and 403B Retirement Plan with up to 5% employer match after one year.
• Paid time off including vacation, sick leave, personal days, and holidays.

If you're ready to be part of a dynamic nonprofit team committed to dignity, independence, and advocacy for vulnerable populations, we want to hear from you!

Washington County Commission on Aging, Inc. is an Equal Opportunity Employer.

Pay: $19.00 - $20.50 per hour

Expected hours: 37.5 per week

Benefits:

• 403(b)
• Dental insurance
• Disability insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Education:

• Associate (Required)

Experience:

• grant writing: 3 years (Preferred)
• administration: 3 years (Preferred)

Location:

• Hagerstown, MD 21740 (Preferred)

Shift availability:

• Day Shift (Required)

Work Location: In person

Salary : $19 - $21