Administrative Coordinator – Grant Programs

Overview

Administrative Coordinator – Grant Programs Jobs in Santa Clarita at SCV Counseling Center

Job Title: Administrative Coordinator – Grant Programs
Reports To: Program Manager
Department: Grant-Funded Programs
Location: SCV Counseling Marriage and Family Therapy Center Inc. / Community-Based Sites. Some duties will need to be carried out at our Santa Clarita offices, some at our Lancaster facility, some work at other sites.

Position Summary: The Administrative Coordinator provides administrative and operational support for grant-funded programs. This position plays a key role in coordinating meetings, supporting program implementation, maintaining communication with community partners, and assisting the Program Manager and Case Manager in ensuring grant activities are implemented efficiently and in compliance with grant requirements.The Administrative Coordinator serves as a liaison between program staff, community partners, and stakeholders while helping organize documentation, outreach efforts, and site visit preparations to ensure successful program operations.

Essential Duties and ResponsibilitiesProgram Coordination

• Provide day-to-day administrative support to the Program Manager and Case Manager.
• Assist with coordinating grant-funded program activities and ensuring timelines are met.
• Help organize workflows and monitor administrative tasks to support smooth program operations.
• Track action items and follow up with staff to ensure completion of assigned tasks.
• Assist in collecting program documentation and required reports for grant compliance.

Meeting Coordination

• Schedule and coordinate internal staff meetings, case conferences, and program meetings.
• Develop meeting agendas in collaboration with the Program Manager.
• Prepare meeting packets, presentations, reports, and supporting materials.
• Record meeting minutes and distribute follow-up action items.
• Coordinate logistics for trainings, workshops, and stakeholder meetings.

Community Outreach & Partnership Support

• Conduct outreach to community partners, referral agencies, schools, and collaborating organizations.
• Maintain professional relationships with community stakeholders.
• Coordinate meetings with community partners and assist with partnership development activities.
• Support outreach events and community engagement initiatives.
• Maintain updated contact lists and partnership records.

Grant Administration

• Assist in maintaining grant documentation and administrative files.
• Help collect participant data, attendance records, and supporting documentation required by the grant.
• Assist with preparing materials requested by funding agencies.
• Support grant monitoring activities and ensure administrative compliance with grant requirements.
• Help organize documents for audits, reporting, and program reviews.

Site Visit Coordination

• Assist the Program Manager with preparing for funder site visits.
• Ensure program binders, participant files, reports, and supporting documentation are organized and readily available.
• Coordinate logistics before, during, and after site visits.
• Follow up on corrective actions or recommendations from monitoring visits.

Administrative Support

• Prepare correspondence, reports, spreadsheets, and presentations.
• Maintain organized electronic and paper filing systems.
• Track program supplies and coordinate purchasing requests.
• Assist with scheduling appointments, trainings, and community events.
• Perform additional administrative duties as assigned.

Qualifications

• Minimum of 2 years of administrative coordination or program support experience.
• Experience working with grant-funded programs or nonprofit organizations preferred.
• Experience coordinating meetings, preparing agendas, and maintaining program documentation.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Office Suite, Google Workspace, Zoom, and database systems.
• Ability to maintain confidentiality and exercise sound judgment.

Knowledge, Skills, and Abilities

• Strong project coordination and organizational skills.
• Ability to build positive relationships with internal staff and community partners.
• Excellent attention to detail and follow-through.
• Strong interpersonal and customer service skills.
• Ability to work independently and collaboratively.
• Knowledge of grant compliance and documentation practices is preferred.
• Ability to maintain accurate records and prepare professional reports.

Working Conditions

• Office-based with occasional travel to community partner locations and program sites.
• May attend community meetings, outreach events, and funder site visits.
• Some evening or weekend hours may be required to support program activities.

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Ability to lift up to 25 pounds.
• Ability to travel locally for meetings, community outreach, and site visits.

Preferred Experience

• Experience supporting behavioral health, social services, nonprofit, or community-based programs.
• Familiarity with grant-funded program operations and reporting requirements.
• Experience coordinating community partnerships and stakeholder engagement.
• Knowledge of Los Angeles County behavioral health, reentry, or community service systems is a plus.

This position is designed to support the successful implementation of grant-funded initiatives by providing high-level administrative coordination, strengthening communication among staff and community partners, and ensuring grant activities are organized, compliant, and delivered effectively.

Pay: $18.00 per hour

Benefits:

• Health insurance
• Life insurance
• Paid time off

Work Location: In person

Title: Administrative Coordinator – Grant Programs

Company: SCV Counseling Center

Location: Santa Clarita