Grants and Administrative Coordinator Job Description
Position: Grants and Administrative Coordinator Job
Department: Administration
Reports to: Strategic Initiatives Director
FLSA Classification: Non-exempt
Summary
The Grants and Administrative Coordinator provides administrative, financial, and grant coordination support to help advance New Life Center's mission and strategic priorities. Reporting to the Strategic Initiatives Director, this role also partners closely with the Marketing Director and Financial Director to coordinate the grant lifecycle and support financial administration.
In addition, this position provides day-to-day administrative support for the Administration Department by coordinating meetings, maintaining organizational records and resources, and supporting projects that improve operational efficiency. Success in this role requires exceptional organization, attention to detail, strong communication skills, and the ability to manage multiple priorities while serving as a dependable administrative resource across the organization.
At New Life Center, our work is rooted in our Christian faith and driven by our mission to guide people experiencing homelessness or addiction toward holistic transformation through the love of Jesus. Every role contributes to this ministry and advances our shared vision. Our team members are followers of Jesus Christ, affirm our Statement of Faith, and demonstrate our BEACON values—Bring Your Best, Engage with Empathy, Act in Unity, Choose Humility, Offer Hope, and Never Stop Growing—in the way they serve guests, support one another, and represent New Life Center each day.
Essential Functions
Essential Function 1: Administrative and Office Support
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Provide day-to-day administrative support for the Administration Department, including ordering office supplies, maintaining shared resources, and assisting with routine office operations.
- Coordinate meetings by scheduling rooms, preparing materials and presentations, arranging technology, and supporting virtual participation as needed.
- Maintain organizational records, reports, and internal communication resources, including SharePoint content, employee information, management reports, and other administrative documentation.
- Assist with administrative projects and special initiatives that streamline processes, improve efficiency, and support organizational priorities.
Essential Function 2: Financial Administration
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Assist with the preparation, counting, verification, and documentation of cash deposits.
- Support accounts payable activities by organizing invoices and assisting with check processing.
- Maintain financial records and documentation to support audits, compliance, and record retention requirements.
- Provide administrative support for routine Finance Department operations and special projects.
- Perform other financial and administrative duties as assigned.
Essential Function 3: Grant Administration
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Collaborate with the Marketing Director and Development Director to research and evaluate grant funding opportunities and determine which opportunities align with New Life Center's strategic priorities and funding needs.
- Coordinate the grant application process by gathering required documentation, organizing application materials, and supporting the Marketing Director in the preparation and submission of grant proposals.
- Administer awarded grants by coordinating agreements, tracking deadlines and compliance requirements, and maintaining grant records.
- Prepare and submit grant reports, reimbursement requests, outcome data, and other required documentation in accordance with funder requirements.
- Support positive relationships with grant funders through timely communication, stewardship activities, and coordination of site visits.
- Other duties as assigned.
ADA & Reasonable Accommodation
New Life Center complies with the Americans with Disabilities Act (ADA). Qualified individuals are considered for positions based on their ability to perform the essential functions of the job, with or without reasonable accommodation. Reasonable accommodations will be provided in accordance with applicable law unless doing so would cause undue hardship or pose a direct threat to safety.
Position Reports to Amy Gedrose, Strategic Initiatives Director
This job description identifies the major responsibilities of this job. It does not include all aspects of the position such as the potential additional duties assigned by the Strategic Initiatives Director, the requirement for flexibility in helping others, or the highly valued team-oriented approach used for the overall benefit and success of New Life Center.
Personal:
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Must be engaged in a local church and exhibit a personal, evident, growing relationship with Jesus Christ.
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Compassionate heart for those in need.
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Willingness to serve others.
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Desire to see the lost transformed through the love of Christ.
Preferred Education and Experience:
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Associate's degree in business administration, nonprofit management, communications, finance, accounting, or a related field preferred.
- Two or more years of experience in administrative support, office management, grant administration, finance, accounting, or a related administrative role preferred.
- Experience coordinating grants, managing projects, or supporting nonprofit operations is preferred.
Additional Eligibility Requirements:
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Ability to pass a pre-employment drug test and background check.
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Must possess a valid driver's license, maintain an acceptable driving record in accordance with the organization's insurance carrier requirements, and provide proof of insurance, as required for the performance of job duties.
Skills:
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Exceptional organizational skills with the ability to manage multiple priorities and meet deadlines.
- Strong attention to detail and accuracy, particularly when working with financial records, grant documentation, and reports.
- Excellent written and verbal communication skills.
- Proficient in Microsoft Office 365 with the ability and desire to quickly learn new software and systems.
- Strong critical thinking and problem-solving skills with the ability to identify opportunities for process improvement.
- Ability to work independently while collaborating effectively with cross-functional teams.
- Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
- Strong customer service and interpersonal skills with a positive, professional demeanor.
- Ability to plan, prioritize, and adapt in a fast-paced environment with changing priorities.
Work Environment:
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Primarily works in a professional office environment with frequent use of standard office equipment and technology, including computers, phones, printers, and Microsoft Office 365.
- Frequent interaction with employees and leadership teams to support organizational operations, with periodic interaction with volunteers, donors, and community partners.
- May occasionally assist with organizational events, meetings, or special projects requiring schedule flexibility or light physical activity.
- Physical requirements include extended periods of sitting, standing, walking, and occasional lifting consistent with administrative and project management duties.
- Must be able to maintain confidentiality and handle sensitive organizational and financial information with discretion.
- This position works in a recovery-adjacent environment and requires adherence to professional boundaries, respectful workplace conduct, and organizational policies.
Religious Bona Fide Occupational Qualification
New Life Center is a faith-based Christian ministry. Consistent with Title VII of the Civil Rights Act, alignment with New Life Center's Statement of Faith and values may be considered a bona fide occupational qualification (BFOQ) for this position. Employees are expected to conduct themselves in a manner consistent with the organization's Christian mission, beliefs, and code of conduct.
