Grant Administrator

Job Description

The Grant Administrator is responsible for managing and coordinating various housing counseling initiatives within PHFA’s Counseling Division. This position plays a critical role in grant management, compliance, financial oversight, and program monitoring. The Program Manager works closely with both the Senior Business Development Officers (SBDO), Business Development Officers (BDOs), and the Housing Counseling Agencies (HCAs) to ensure that grant requirements, reporting obligations, and programmatic objectives are met. The role also involves providing technical assistance, tracking audit results, maintaining financial records, and contributing to policy development.

Key Responsibilities

Grant Management and Reporting

• Assist with writing and editing HUD grant proposals, cover letters, follow-up correspondence, interim and final reports.
• Gather relevant data, budgets, timelines, and staffing information to meet department and funding entity requirements.
• Work with compliance team to ensure compliance with all grant reporting requirements set by federal, state, and local government entities, as well as private donors.
• Work with the business development team to collect necessary data and report program updates regarding apprehensions and successes.

Program Development and Compliance

• Update, edit, and implement the Division’s Housing Counseling Work Plan and Needs Assessments to align with the statewide Consolidated Plan and the state Fair Housing Plan.
• Maintain budgets and expense records for all funds associated with housing counseling initiatives, training events, and special projects.
• Monitor grant funding to ensure grantee requirements are met and all allocated units are utilized.
• Conduct periodic reviews of projections submitted by HCAs on client activity and provide guidance to HCAs and/or the SBDO.

Audit and Monitoring

• Monthly meetings with Program Operations to assess compliance, data processing, and program efficiency.
• Conduct periodic desk reviews of housing counseling agencies, identifying deficiencies and recommending corrective actions.
• Work with HCAs to implement best practices and improve operational efficiency.
• Collaborate with the business development team to monitor and analyze counseling activity through reporting and other mechanisms.

Training and Technical Assistance

• Work with the Training Team to provide training on HUD policies, PHFA policies and procedures, and other relevant funding source requirements.
• Provide technical assistance to HCAs regarding reporting issues, grant compliance, and program execution.
• Assist in developing training materials and support resources for HCAs.
• Work with the business development team to provide on-site and remote technical assistance to HCAs.

Policy and Strategic Planning

• Assist the Division Director in preparing for the Agency’s annual policy meetings.
• Work with the business development team to identify areas for program enhancement and policy improvement.
• Participate in discussions regarding state and federal housing policies and their impact on housing counseling initiatives.

Qualifications

Bachelor of Arts, Relevant experience (3-6 years)