Grants Coordinator

Alexandria, Virginia
Apr 12, 2021
May 17, 2021
Program Manager
Full Time
Job Description

The Grants Coordinator position is established to lead all aspects of coordination, administer Coronavirus Response and Relief action, and reporting of grants of Alexandria City Public Schools. The Grants Coordinator leads the application, review, and submission process; and serves as a grant liaison to all schools and departments. The position is responsible for initiating procurement actions, monitoring grant activity, ensuring expenditure compliance with the terms of the award, and prepares/coordinates programmatic and financial grant reporting to the funding agencies.

Because the position is fully funded with the Coronavirus Response and Relief Supplemental Appropriations Act, funding for the position is contingent upon the continuation of education emergency relief funds associated with the Coronavirus pandemic.

This position is grant-funded for 2 years with the possibility of renewal. Includes benefits.

This job reports to the Manager of Grants and Partnerships.

Job Requirements: Minimum Qualifications

  • Bachelor's degree from an accredited college or university with major course work in public administration, operations, technology, finance, education, or another related field.
  • Minimum of 5 years working experience preferred; 3 years of professional experience in grant or contract administration, and experience working with federal or state education grants. Working experience in a dynamic, multicultural environment.

Skills, Knowledge, and Abilities
  • Proficiency in Microsoft Project, Word, Excel, and Visio. Knowledge of Analytics Tools like Power BI or Tableau; Familiarity with Grants Management Systems, Enterprise Resource Planning (ERP) systems, knowledge Tyler MUNIS a plus.
  • Strong analytical, interpersonal, and relationship-building skills.
  • Excellent written/verbal communication, listening, and presentation skills.
  • Ability to train end-users, multi-task, and meet deadlines.
  • Ability to educate, consult and influence at many different organizational levels


Responsibilities include working independently under broad organizational policies to achieve organizational objectives; leading, guiding, and/or coordinating others; and directing the use of budgeted funds within a work unit. Utilization of resources from other work units is often required to perform the job's functions. There is some opportunity to impact the Organization's services.

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; and some fine finger dexterity. Generally, the job requires 80% sitting, 10% walking, and 10% standing. This job is performed in a generally clean and healthy environment

Essential Functions

  • Comply with all state, local, federal, and school policies, regulations, and guidelines for the purpose of administering grants
  • Serve as grants liaison to all ACPS schools and departments and private schools on the COVID-19 grant/s.
  • Prepare and circulate grant guidelines, instructions, and templates for ACPS schools/departments and partners that are clear, timely, and readily accessible.
  • Facilitate ongoing meaningful consultation and collaboration with ACPS schools/departments and partners during the grant cycle.
  • Manage and share grant activities and procurement plans calendar for the purpose of timely execution of activities.
  • Submit procurement actions, track the completion of deliverables, invoicing, and payment.
  • Assist in the development of new grant activities, where necessary and appropriate.
  • Coordinates the consolidated applications, requests for modification, division-wide annual and revised budgets for grants and special projects, keeps track of all budget adjustments for the purpose of monitoring grant performance, reconciliation of OMEGA and Munis systems.
  • Prepare and submit reimbursement requests and supporting documentation for internal approval and signoff.
  • Write grant modifications and reports, exceptional proficiency in writing and editing.
  • Submit timely requests for grant revisions and modifications for internal and funder approval via OMEGA Online System.
  • Monitor grant programmatic and budget performance and track actual revenues and expenditures, grant balances, and staff utilization reports against budgeted awards for the purpose of monitoring grant account activities and keeping ACPS stakeholders informed on a monthly basis. Prepare grant pipelines and spending forecasts.
  • Review the reconciliation of Budget to Actuals to Reimbursement and take necessary action to request a budget transfer on OMEGA Online or MUNIS Budgeting Software or initiate a reclassification of expenditures.
  • Manage all aspects of grant information sharing, including co-creation of content, maintaining electronic records current and available to stakeholders via a centralized portal.
  • Support the customization of the grants management system for COVID-19 grants to ensure efficient centralized administration of awards.
  • Be willing to learn new programs and systems and be able to document workflows and business requirements and contribute to the responsive design and development of the grants management platform.
  • Assist other personnel and perform other duties as may be required for the purpose of ensuring an efficient and effective work environment.
  • Attend meetings and conferences as appropriate.
  • Participate in professional development activities, as appropriate.
  • Other duties as assigned.

  • Criminal Justice Fingerprint/Background Clearance
  • Tuberculosis Skin Test


Primary Location:
Central Office
Salary Range:
$31.47 - $38.70 / Support SUP-32
Shift Type: