Grants and Compliance Coordinator

Full-time, Exempt

The Grants + Compliance Coordinator (GCC) who will play an important role in supporting and coordinating the oversight of the compliance and grants component of the entire Pathways program.  Under the supervision of the Director, the GCC ensures timely submission of quarterly and annual government reports and ensures data integrity in Participant Tracking System, ETO and HMIS databases.  The GCC will also work in collaboration with Development and Accounting departments to provide data as needed for reports to funders.  GCC will ensure all client files are in compliance with contract requirements.  Additionally, all areas of quality assurance are conducted by the GCC.

  • Duties and Responsibilities:

     

    Program Compliance and Audits

    • Understand and interpret the program’s contractual, ethical, and legal obligations.
    • Coordinate program compliance efforts, including the completion of government grant reporting and audit preparation; ensure compliance with guidelines and established performance targets.
    • Review all program contracts and provide written summary prior to execution of agreements.
    • Create and maintain complete and current client files.
    • Identify and resolve potential areas of compliance vulnerability.
    • Assist with the preparation of contractual budget proposals and mid-term modifications.
    • Monitor the completion of contractual commitments, including budgets, and assign committed tasks.
    • In collaboration with the Finance/Accounting Department, assist with analyzing monthly financial activities and explain variances from contractual budget to actual spending.
    • Track and monitor all MOU and Match agreements; assist in preparation as needed.
    • Create and maintain an internal auditing system of client files and other compliance areas.
    • Organize preparation efforts and facilitate external audits and program reviews.
    • Coordinate agency responses to audit results. Implement timely corrective action plans for resolution of potential issues.
    • Manage volunteers as needed to assist with filing and data entry.

     

    Database Management and Reporting

    • Support the relationship with LAHSA regarding United Friends’ HMIS data entry obligations.
    • In partnership with the Systems + Database Coordinator, maintain Pathways databases including HMIS, Participant Tracking System (PTS) for THP-Plus, and ETO.
    • Perform ongoing data entry into HMIS and PTS and ensure maintenance of data integrity.
    • Produce timely and accurate monthly, quarterly, and annual reports as needed stakeholder reports.
    • Update and maintain grant compliance policies and procedures for the Housing Department.

     

    Leadership and Partnership

    • Work closely with Pathways Management Team to set regular performance goals that align with contractual obligations and track progress.
    • Provide support to Pathways staff members about contractual documentation requirements (e.g., treatment plans, progress notes, evaluations, and participant files).
    • Engage in continuous knowledge development regarding rules, regulations, best practices, tools, techniques and performance standards.

     

    Other

    • Other duties as assigned.

     

    General United Friends Responsibilities

    • Act as a role model within the organization to uphold and implement United Friends’ organizational values:
      • Embrace program evaluation that leads to excellence and impact
      • Build effective and empowering partnerships with the youth, community and each other
      • Create a fun and exciting environment that inspires learning and innovation
      • Communicate openly, honestly and with humility across all groups
      • Work together as one organization
  • Required Qualifications:
    • Bachelor’s degree in a sociology, social service program administration or a related field or equivalent experience required
    • 3+ years of experience with contract compliance, business analysis, or a related field
    • Conveys thoughts and ideas clearly, listens well, communicates in a solution-oriented manner and incorporates others’ views into work
    • Strong problem-solving skills
    • Detail-oriented and organized with the ability to balance multiple competing priorities
    • Holds self accountable, sets high expectations for self and others, works both independently and collaboratively and relates tasks to organizational values
    • An understanding of and sensitivity to issues concerning former foster care youth
    • Proficiency with Microsoft Word, Excel and web-based database applications
  • Preferred Qualifications :
    • Experience working in a non-profit setting a plus
    • Knowledge of LAHSA/HUD contracts a plus
The Grants + Compliance Coordinator will work standard business hours Monday-Friday and weekends and evenings as necessary. They will be based out of United Friends’ downtown office but may occasionally be required to travel throughout United Friends’ housing sites and other locations within Los Angeles County.
About United Friends of the Children
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