Client Services Program Specialist in Whitestown, Indiana at PreBorn!

Position Summary

PreBorn! is seeking a highly organized, detail-oriented, and service-minded Client Services Program Specialist to support the administration, coordination, and fulfillment of assigned grant programs and ministry initiatives. This position is responsible for ensuring a seamless and positive experience for pregnancy clinics throughout the grant lifecycle, from initial inquiry and application through approval, fulfillment, reporting, and ongoing program participation.

The Client Services Program Specialist serves as a key operational point of contact for assigned programs, working collaboratively with clinics, vendors, ministry partners, and internal departments to ensure timely execution, accurate documentation, and responsible stewardship of ministry resources.

The ideal candidate demonstrates exceptional interpersonal skills, high emotional intelligence, strong organizational abilities, and a proactive approach to problem-solving. This individual must be able to manage competing priorities, adapt quickly to changing needs, and maintain accuracy, professionalism, and excellent service in a fast-paced, growing ministry environment.

This role directly supports PreBorn!'s mission to glorify Jesus Christ by saving more babies and souls.

Key Duties and Responsibilities

Grant Program Administration & Fulfillment

• Coordinate assigned grant programs from initial clinic inquiry through application, approval, fulfillment, and ongoing reporting.
• Guide clinics through grant application requirements, ensuring accurate and complete submission of required information and documentation.
• Review grant applications, verify eligibility requirements, and coordinate additional vetting as necessary.
• Prepare grant requests and supporting documentation for appropriate leadership review and approval.
• Track approved grants and coordinate timely fulfillment of awarded funding, equipment, services, and other resources.
• Maintain accurate grant pipelines, tracking application status, approvals, outstanding requirements, fulfillment timelines, and follow-up activities.
• Monitor grant reporting requirements and proactively follow up with clinics regarding missing or overdue documentation.
• Support grant renewals, continued qualification, and ongoing program participation.
• Identify potential delays, barriers, or compliance concerns and escalate appropriately.
• Ensure assigned grant activities are completed in accordance with established policies, procedures, and approval requirements.

Clinic Relations & Program Support

• Serve as a primary operational point of contact for clinics participating in assigned grant programs.
• Develop and maintain positive, professional, and ministry-focused relationships with clinic leaders and staff.
• Respond promptly and professionally to clinic inquiries, requests, and concerns.
• Communicate program requirements, grant status, fulfillment timelines, and reporting expectations clearly and effectively.
• Demonstrate empathy, discretion, and high emotional intelligence when navigating sensitive or challenging situations.
• Collaborate with the Clinic Engagement team to ensure a consistent and exceptional clinic experience.
• Assist clinics with program-related questions, reporting requirements, and access to applicable resources.
• Gather clinic testimonies, success stories, and ministry impact information for appropriate internal use.
• Identify recurring clinic needs and opportunities to improve program delivery and service effectiveness.

Program Operations, Tracking & Reporting

• Maintain accurate and current clinic information, grant records, and program documentation in Virtuous, my.preborn, the Grant Management System (GMS), Learning Management System (LMS), and other designated platforms.
• Maintain and update assigned Client Services program trackers, grant pipelines, and key performance indicators.
• Monitor designated program email accounts and ensure timely responses or appropriate routing of inquiries.
• Track assigned program deliverables, open requests, outstanding documentation, and required follow-up activities.
• Collect, review, and document clinic reporting information, including program outcomes and ministry impact data.
• Support monthly, quarterly, and annual reporting requirements for assigned grant programs.
• Maintain organized electronic records and SharePoint folders to support operational efficiency, reporting, and audit readiness.
• Prepare program updates, status summaries, and operational reports for Client Services leadership.
• Identify data discrepancies and work collaboratively to ensure accuracy and completeness.
• Assist with documenting and improving standard operating procedures, workflows, and program administration processes.

Grant-Specific Program Support

• Support administration of assigned programs, including ultrasound equipment grants, The Invitation, PCSP, Sonography Training Grants, and other ministry initiatives.
• Track clinic participation and completion of required training as it relates to grant eligibility and fulfillment.
• Maintain monthly clinic reporting and payment information for applicable grant programs.
• Coordinate approved grant check requests and document payment information in designated systems.
• Maintain grant agreements, renewal documentation, and program participation records.
• Coordinate with clinics and vendors regarding ultrasound equipment selection, shipment status, and fulfillment requirements.
• Assist with Sonography Training Grant applications, training confirmations, and payment coordination.
• Support tracking of grant caps, approved funding amounts, unused balances, and program-specific financial requirements.
• Ensure assigned grant recipients meet established reporting and participation requirements before subsequent fulfillment or payment activities.

Financial Stewardship & Compliance

• Collaborate with Finance and Accounts Payable to facilitate accurate and timely processing of approved grant payments, vendor invoices, and related transactions.
• Verify that required approvals and supporting documentation are complete before submitting payment requests.
• Track grant expenditures, unused funds, credits, and other program-related financial information.
• Assist with reconciliation of grant awards, fulfillment records, and payment documentation.
• Support compliance with grant requirements, tax exemption processes, internal controls, and established financial procedures.
• Identify financial discrepancies or compliance concerns and promptly communicate them to appropriate leadership.
• Demonstrate responsible stewardship of ministry resources and financial information.

Vendor & Cross-Functional Coordination

• Maintain positive and productive working relationships with assigned vendors, suppliers, and ministry partners.
• Coordinate program-related orders, shipments, service delivery, and fulfillment schedules.
• Monitor vendor deliverables and follow up on outstanding commitments.
• Troubleshoot routine vendor concerns and escalate significant service, contractual, or financial issues as appropriate.
• Collaborate with Finance, Operations, Clinic Engagement, Learning & Development, and other internal departments to ensure effective program execution.
• Communicate proactively regarding program needs, deadlines, potential challenges, and operational dependencies.

Training, Events & Ministry Initiative Support

• Provide administrative and operational support for clinic trainings, regional initiatives, and ministry events as assigned.
• Assemble training materials, participant resources, program packages, and other ministry supplies.
• Coordinate distribution and shipment of training materials and program resources.
• Support tracking of clinic participation, attendance, and training completion when required for grant eligibility.
• Collaborate with the Center for Excellence and other Client Services team members to support specialized training initiatives.
• Assist with program-related follow-up activities and communications as directed.
• Coordinate honorariums, Bible shipments, and other assigned clinic resource requests.

Ministry Engagement & Operational Excellence

• Actively support PreBorn!'s mission through prayer, encouragement, and service to pregnancy clinics and ministry partners.
• Participate in organizational prayer, worship, and ministry activities as appropriate.
• Encourage and pray for clinic leaders, staff, and the women and families served through PreBorn!'s programs.
• Support ministry initiatives that equip clinics to share the Gospel and serve abortion-vulnerable women.
• Demonstrate personal ownership, accountability, and consistent follow-through on assigned responsibilities.
• Identify opportunities to improve processes, increase efficiency, and strengthen the clinic experience.
• Maintain professionalism, discretion, and composure while navigating competing priorities and changing organizational needs.
• Perform other duties and special projects as assigned by Client Services leadership.

Required Qualifications

• Personal, growing relationship with Jesus Christ and an unwavering commitment to the Christian faith.
• Agreement with and adherence to PreBorn!'s Statement of Faith and Code of Christian Conduct.
• Commitment to PreBorn!'s pro-life mission and the sanctity of human life.
• Willingness to intercede before God for PreBorn!, its employees, clinic partners, and ministry initiatives.
• Strong interpersonal skills and high emotional intelligence, with the ability to build relationships, navigate challenging conversations, and communicate with empathy and professionalism.
• Exceptional organizational skills, attention to detail, and ability to manage multiple competing priorities.
• Demonstrated ability to thrive in a fast-paced, dynamic environment while maintaining accuracy and meeting deadlines.
• Strong written and verbal communication skills.
• Proven ability to take initiative, exercise sound judgment, solve problems, and follow tasks through to completion.
• Ability to work independently while collaborating effectively across departments.
• Strong time management skills and commitment to accountability and timely execution.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Ability to learn and effectively utilize CRM, grant management, and other organizational technology systems.
• Ability to maintain confidentiality and handle sensitive ministry, clinic, and financial information with discretion.
• Professional, service-minded approach to internal and external relationships.

Preferred Qualifications

• Associate or bachelor's degree in Business Administration, Nonprofit Management, Communications, or a related field.
• Two or more years of experience in program coordination, grant administration, client services, nonprofit operations, or a related field.
• Experience working in a faith-based nonprofit, ministry organization, or pregnancy clinic environment.
• Familiarity with grant application, approval, fulfillment, and reporting processes.
• Experience using Virtuous, GMS, LMS, or similar database and program management systems.
• Experience coordinating with external vendors, processing financial documentation, or supporting grant-related payments.
• Experience tracking program performance, maintaining operational dashboards, and preparing reports.
• Familiarity with pregnancy clinic operations and the pro-life ministry environment.

Core Values

The Client Services Program Specialist is expected to consistently demonstrate and uphold PreBorn!'s five Core Values:

Steadfast – Demonstrates unwavering commitment to Jesus Christ, PreBorn!'s mission, and the responsibilities entrusted to them. Remains dependable, resilient, and committed to excellence through challenges and changing circumstances.

Adaptable – Responds positively to change, demonstrates flexibility, and adjusts priorities and approaches to meet evolving ministry needs. Maintains a solutions-oriented mindset in a fast-paced environment.

Integrity – Acts with honesty, transparency, professionalism, and accountability. Demonstrates sound judgment, maintains confidentiality, and follows through on commitments.

Fruitful – Takes ownership of responsibilities, prioritizes meaningful outcomes, and consistently delivers accurate, timely, and high-quality work. Demonstrates responsible stewardship of ministry resources and actively contributes to organizational effectiveness.

Prayerful – Maintains a Christ-centered approach to work and relationships, seeking God's wisdom and direction through prayer. Demonstrates humility, compassion, and dependence upon the Lord in serving others.

Working Conditions and Other Requirements

• Full-time position based in Whitestown, Indiana, with remote work arrangements subject to organizational approval.
• Ability to work effectively in a fast-paced, collaborative, and mission-driven environment.
• Must be able to manage multiple projects, deadlines, and changing priorities while maintaining a high level of accuracy and professionalism.
• Requires frequent communication and collaboration with clinic staff, vendors, ministry partners, and internal departments.
• Must demonstrate consistent availability, responsiveness, and accountability during established working hours.
• Ability to work independently with minimal supervision while maintaining strong communication and follow-through.
• Occasional travel may be required for clinic visits, organizational meetings, training initiatives, or ministry events.
• Requires regular use of computers, virtual communication platforms, and organizational database systems.
• May require occasional lifting, packing, or handling of training materials, supplies, and shipments, with reasonable accommodation as applicable.
• Must maintain confidentiality and comply with all applicable PreBorn! policies, procedures, and organizational standards.
• Must be willing to participate in PreBorn!'s ministry culture, including prayer, worship, and other organizational spiritual activities consistent with the position's ministry responsibilities.