Grant and Data Coordinator

The Grant and Data Coordinator is responsible for supporting the organization’s grant compliance, data collection, tracking, and reporting requirements. This position plays a key role in ensuring that grant-related information is accurate, complete, organized, and submitted within required deadlines.

The Grant and Data Coordinator will work closely with program and administrative staff to collect required information, monitor grant performance measures, maintain tracking systems, and prepare grant reports. The position will also provide administrative support for the organization’s voucher program, including tracking and issuing vouchers, as well as assisting with monthly participant follow-up activities.

The ideal candidate is highly organized, detail-oriented, dependable, and comfortable working with spreadsheets, databases, deadlines, and established processes. This position requires an individual who can independently monitor assigned requirements, identify missing information, and proactively follow up to ensure responsibilities are completed accurately and on time.

Essential Duties and ResponsibilitiesGrant Data Collection & Reporting

• Collect and organize data required for grant-funded programs and services.
• Maintain accurate and up-to-date grant tracking spreadsheets, databases, and reporting systems.
• Monitor grant requirements, performance measures, reporting deadlines, and required documentation.
• Coordinate with program staff to obtain required data and supporting documentation.
• Review data for accuracy, completeness, and consistency.
• Follow up with staff regarding missing, incomplete, or inconsistent information.
• Prepare and complete routine grant reports in accordance with funder requirements and organizational deadlines.
• Assist with compiling information for grant applications, renewals, monitoring visits, audits, and other funder requests.
• Maintain organized records and documentation supporting grant reports.
• Track program outcomes and performance measures.
• Maintain a calendar or tracking system of upcoming grant reporting requirements and deadlines.
• Communicate upcoming deadlines and outstanding requirements to appropriate staff.
• Assist with identifying and resolving data collection or reporting issues.
• Support improvements to organizational systems for collecting, tracking, and reporting grant data.

Data Management

• Maintain accurate program and grant-related databases and spreadsheets.
• Enter, update, and reconcile data as needed.
• Develop and maintain tracking tools to monitor program activity and grant requirements.
• Regularly review data for accuracy and identify discrepancies.
• Generate routine reports and summaries as requested.
• Ensure documentation is maintained in accordance with organizational and grant requirements.
• Assist with preparing data for internal review and organizational decision-making.

Voucher Administration

• Maintain accurate records of vouchers issued and utilized.
• Track voucher distribution, usage, balances, expiration dates, and other applicable requirements.
• Issue vouchers in accordance with established policies and procedures.
• Maintain supporting documentation for voucher distribution and utilization.
• Reconcile voucher records and identify discrepancies.
• Communicate with staff and program participants regarding voucher-related questions and requirements.

Monthly Follow-Up

• Assist with conducting monthly follow-up calls with program participants.
• Document follow-up attempts and completed contacts accurately and timely.
• Enter follow-up information into the appropriate database or tracking system.
• Monitor outstanding follow-up requirements and conduct additional outreach as appropriate.
• Communicate relevant follow-up information to program staff.
• Maintain confidentiality of participant information.

Administrative Support

• Maintain organized electronic and paper records related to assigned programs and grants.
• Assist with preparation for grant monitoring visits, audits, and compliance reviews.
• Support internal tracking of program requirements and deadlines.
• Assist with developing and improving administrative processes and tracking systems.
• Perform other related duties as assigned., The Grant and Data Coordinator is expected to take an organized and proactive approach to assigned responsibilities. This position should not simply respond to reporting deadlines; it should actively monitor grant requirements, identify upcoming needs, track outstanding information, and communicate with staff to ensure requirements are completed accurately and on time.

Success in this position will be demonstrated through accurate data, timely reporting, organized documentation, effective tracking systems, and consistent follow-through on grant and program requirements.

Pay: From $35,000.00 per year

• High school diploma or equivalent.
• Strong organizational and time-management skills.
• Exceptional attention to detail and accuracy.
• Ability to manage multiple deadlines and priorities.
• Proficiency with Microsoft Office, particularly Excel and Word.
• Strong written and verbal communication skills.
• Ability to work independently and follow established processes.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Demonstrated ability to maintain accurate records and documentation., * Associate or bachelor’s degree in business administration, public administration, human services, data management, or a related field.
• Previous experience with grant reporting or grant-funded programs.
• Experience collecting, tracking, and reporting program data.
• Experience working with spreadsheets, databases, or electronic record systems.
• Experience in healthcare, behavioral health, nonprofit, or social service settings.
• Experience with voucher, reimbursement, resource distribution, or similar tracking systems.

Key Competencies

Attention to Detail - Consistently maintains accurate records and identifies missing or inconsistent information.

Organization - Effectively manages multiple responsibilities, deadlines, and reporting requirements.

Data Management - Demonstrates comfort working with spreadsheets, databases, tracking systems, and program data.

Accountability - Takes ownership of assigned responsibilities and follows tasks through to completion.

Communication - Communicates clearly and professionally and proactively follows up when information is needed.

Problem Solving - Identifies discrepancies, missing information, or process issues and takes appropriate steps to resolve them.

Confidentiality - Handles participant, organizational, and grant-related information appropriately.

Reliability - Consistently meets deadlines and maintains timely and accurate documentation.