Grants Officer (Veteran Services) in Philadelphia, Pennsylvania at Veterans Multi-Service Center, Inc.

Veterans Multi-Service Center (VMC) is a leading non-profit organization dedicated to serving veterans and their families. We provide a comprehensive range of services designed to empower veterans to overcome challenges, achieve their goals, and thrive in their communities.

VMC is committed to fostering a workplace culture where diverse voices are respected and valued, ensuring a safe and inclusive environment for all employees. We utilize data-driven strategies to demonstrate how our workforce consistently prioritizes and delivers quality client service from program entry through to exit, aligning directly with our mission to serve veterans and their families.

Position Overview

Reporting to the Deputy Executive Director of Business Operations, the Grants Officer is responsible for researching funding opportunities, preparing and submitting grant applications, communicating grant awards to appropriate VMC leadership and program staff, and coordinating the timely preparation and submission of required grant reports. The position maintains accurate grant records, monitors reporting requirements and deadlines, and ensures appropriate follow-up on outstanding information.

Onsite Requirement in a Collaborative Work Environment

Successful grant operations cannot happen in a silo. Officers and Managers must work closely onsite with program managers, finance teams, and executive leadership to gather program data, verify veteran outcome metrics, communicates award details and deadlines, and design responsive proposal budgets.

In alignment with VMC’s operational structure—where administrative departments support multi-site social service delivery across the Philadelphia region, this role requires working onsite at headquarters (213 N 4th Street, Philadelphia, PA).

Essential Duties and Responsibilities

Grant Development and Funding Opportunities

• Research, identify, and evaluate federal, state, foundation, and other funding opportunities aligned with VMC's mission and strategic priorities, and communicate relevant opportunities and application deadlines to leadership.
• Write, prepare, and submit grant applications, proposals, and narratives, coordinating with appropriate departments to obtain budgets and supporting documentation in accordance with funder requirements.
• Collaborate with Program Directors, Finance, and senior leadership to ensure proposals accurately reflect organizational capabilities, program objectives, and financial requirements.

Grant Award Notifications and Administrative Tracking

• Promptly communicate grant awards to the appropriate Program Directors, Finance, and leadership, providing key award details, including the funding source, award amount, purpose, designated program, grant period, and reporting requirements and deadlines.
• Maintain VMC’s centralized grants register and calendar, documenting applications, award amounts, designated programs, award periods, renewal dates, and reporting deadlines.
• Provide advanced reminders of application, renewal, and reporting deadlines to responsible staff and follow up on outstanding information needed to meet submission requirements.
• Notify the Deputy Executive Director of Business Operations when required information is missing, deadlines are at risk, or an award communication requires leadership attention.
• Maintain organized records of applications, award notices, correspondence, submitted reports, and related grant documentation.

Grant Reporting and Submission Coordination

• Coordinate the preparation and timely submission of required grant reports using information supplied by the responsible Program Directors, Finance, and designated staff.
• Request and compile financial information and supporting documentation from the appropriate departments for inclusion in grant applications and reports.
• Collect and compile program performance data, outcomes, and deliverables provided by Program Directors and designated staff for inclusion in grant reports.
• Monitor reporting deadlines, follow up on outstanding materials, and promptly escalate potential delays or incomplete information to the appropriate managers and leadership.

Communication, Coordination, and Organizational Support

• Provide regular updates to the Deputy Executive Director of Business Operations on funding opportunities, submitted applications, new awards, award amounts, designated programs, upcoming reports, and outstanding items.
• Maintain professional communication with funders regarding grant applications, award notifications, and reporting requirements, referring program implementation matters to the appropriate Program Director.
• Maintain current knowledge of funder guidelines, application procedures, and reporting requirements.
• Support grant-related writing and administrative activities as assigned, consistent with the position’s focus on proposals, award communications, and reporting.
• Perform other duties as assigned.

Key Performance Expectations

• Timeliness: Grant applications and required reports are submitted by established deadlines using information provided by responsible departments.
• Advance Communication: Appropriate managers receive timely notice of new awards, award amounts, intended programs, purposes, and relevant reporting deadlines.
• Follow-Up and Escalation: Missing report materials, approaching deadlines, and unresolved administrative questions are communicated promptly.
• Records: Grant applications, award details, reports, and tracking systems are maintained accurately and consistently.
• Coordination: Program Directors and Finance receive clear requests for information and retain responsibility for their respective program and financial data.
• Leadership Updates: Leadership receives timely summaries of applications, awards, reporting status, and matters requiring attention.

Minimum Qualifications (Knowledge, Skills, and Abilities)

Education and Experience

• Bachelor’s degree preferred; equivalent combination of education and relevant professional experience will be considered.
• Three to five years of relevant experience in grant writing, proposal development, or grant reporting, preferably in a nonprofit setting.
• Demonstrated ability to manage multiple grant applications, reporting deadlines, and award-related communications.
• Experience preparing applications and reports for government or foundation funders preferred.

Knowledge, Skills, and Abilities

• Exceptional writing, editing, proofreading, research, and proposal development skills.
• Strong organizational and project management skills; ability to prioritize and meet deadlines.
• Ability to work independently, exercise judgment, take initiative, and remain accountable.
• Ability to understand grant application and reporting requirements and compile information provided by program and finance staff.
• Familiarity with grant budgets and financial reporting documentation as used in applications and funder reports.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and grant management or tracking systems.
• Excellent interpersonal communication and cross-departmental collaboration skills.
• Ability to identify issues, follow up on outstanding matters, and escalate concerns appropriately.
• Professionalism, sound judgement, attention to detail, and commitment to accuracy.
• Commitment to VMC’s mission, values, and quality services for veterans and their families.

Core Competencies & Capabilities:

• Analytical Skills and Mindfulness: Gather and interpret data to identify trends, patterns, and insights that inform effective decision-making. Ensure a high standard of quality, accuracy, and precision in all tasks.
• Collaboration and Teamwork: Build positive, effective working relationships with colleagues, participants, and stakeholders. Contribute to team goals while recognizing and valuing the unique strengths of others.
• Communication: Demonstrate the ability to communicate effectively, both verbally and in writing, across all levels of the organization. Maintain a friendly and positive demeanor when engaging with veterans, families, staff, and the public.
• Creativity and Initiative: Act decisively without prompting, demonstrating a proactive approach to work and a willingness to embrace additional responsibilities. Generate innovative solutions to complex problems or organizational challenges.
• Critical Thinking and Problem Solving: Evaluate information and situations logically to identify key issues and consider alternatives. Effectively set work priorities and develop reasoning-based solutions to achieve desired outcomes.
• Ethics, Boundaries, and Composure: Uphold the highest ethical standards and maintain professional boundaries in all interactions. Remain calm and maintain self-control during difficult circumstances or emergencies.
• Computer Proficiency: Maintain a working knowledge of Microsoft Office software (Word, Excel, Outlook) to support administrative and programmatic functions.
• Organization and File Management: Manage multiple assignments simultaneously while maintaining thorough, accurate files and documentation. Ensure data integrity in alignment with grant-related funding requirements.

Physical Demands and Work Environment

• Regularly required to sit, stand, walk, bend, stoop, kneel, and use hands and fingers to operate a computer, telephone, and keyboard.
• Specific vision abilities include close vision due to computer work.
• Light to moderate lifting may be required.
• Work environment is typically a well-lit and ventilated office or remote/hybrid setting.
• Must be able to travel between sites and to meetings, as necessary.
• Must be able to meet deadlines and time constraints with consistent and reliable attendance.