Job Description :

Major Duties & Responsibilities: 

• Provide administrative and document management support focused on pre-award and award coordination, including preparing Project Intent Acceptance forms, Duplication of Benefits notifications, Grant Agreements, Contractor Agreements, and related documents. 
• Maintain and manage the pre-award and award schedule; ensure all required materials are prepared, printed, and available ahead of meetings or deadlines. 
• Coordinate with internal teams to follow up on documentation, scheduling, and outstanding tasks; alert staff of upcoming events, meetings, and deadlines. 
• Facilitate communication among team members, applicants, attorneys, and contractors to ensure smooth coordination of pre-award and award activities. 
• Organize, file, and archive pre-award and award documentation in accordance with current document management procedures; retrieve documentation as needed from the Canopy system and other program databases. 
• Assist with meeting logistics, including scheduling appointments, setting up pre-award and award meetings, and ensuring necessary supplies and printed materials are available. 
• Support general office operations by greeting visitors, answering calls, making copies, scanning documents, coordinating mail, and ordering supplies. 
• Assist program staff with general office administration duties including, but not limited to, making copies and scanning documents, scheduling meetings and appointments, and coordinating incoming and outgoing mail. 
• Assist with training new administrative staff, to properly support the documentation management, utilize the applicant file system on Canopy and perform office administration duties. 
• Assist program staff with locating and pulling applicant documentation from program database systems. 
• Escalate issues to the Deputy Program Manager, as necessary. 
• Actively participate in all relevant planning, status and program meeting 
• Perform other duties as assigned. 

Required Skills: 

• Ability to acquire a working knowledge of applicable rules and regulations and the ability guidance to homeowners on program policy and procedures. 
• Ability to articulate details of the program in person, over the phone, and in written communication in a manner that is understandable by persons of differing backgrounds and education levels. 
• Ability to read, write, and speak English and Spanish. 
• Ability to work successfully with socio-economic diverse populations. 
• Knowledge, skills and abilities necessary to perform the job function with little to no supervision, while remaining acutely aware of the timeliness, meeting deadlines and performance measures. 
• Highly organized and detail-oriented. 
• Excellent written and oral communication skills, strong analytical skills and effective interpersonal skills. 
• Strong customer service skills and knowledge of customer service best practices. 
• Ability to maintain confidentiality of program information. 
• Proficiency with Microsoft Word, Excel, Outlook and Internet.

EEOC