Grants Specialist

Grant Specialist

Shelter House was established in 1981 as a grassroots responder to the homelessness crisis in Fairfax County. Since the organization's inception, we have adapted and grown to meet community needs, all while working in partnership with government and private partners and community members. Today, Shelter House is a successful and reputable organization of over 200 employees committed to preventing and ending homelessness and domestic violence. In the last year, our compassionate team of individuals changed the lives of over 4,000 individuals, nearly half of which were children. Our culture is built from our core values of Inclusivity, Collaboration, Accountability, Respect, and Empowerment (iC.A.R.E.)

The Grant Specialist supports the full lifecycle of grants management, from prospect research and proposal development to submission, reporting, and compliance. Working closely with the Director of Grants Management, this role helps advance the organization's grants strategy by coordinating timelines, managing grant systems and documentation, and ensuring high-quality, timely submissions. The Grant Specialist also plays a key role in maintaining funder relationships, tracking deadlines and deliverables, and supporting internal collaboration across programs, finance, and leadership to ensure successful grant applications and implementation.

Responsibilities:

Support implementation of the organization's overall grants strategy in collaboration with the Director of Grants Management and Shelter House leadership

Assist in managing the full grant lifecycle, including pre-award, submission, award, and post-award activities

Review grant solicitations, Requests for Proposals (RFPs), and funder guidelines; monitor for updates, amendments, and addenda

Create and maintain proposal development timelines, milestone trackers, and submission calendars to ensure deadlines are met

Schedule, coordinate, and document internal grant planning and collaboration meetings with program, finance, and leadership staff

Draft, edit, format, prepare, and submit grant proposals, letters of inquiry, reports, and supporting documentation in collaboration with the Director of Grants Management

Prepare application materials including cover pages, tables of contents, attachments, and other required submission documents

Review application materials to ensure consistency and alignment between budgets, budget narratives, proposal narratives, and supporting documentation

Assist with grant implementation activities, including scheduling implementation and kickoff and implementation meetings, tracking deliverables, and monitoring reporting deadlines

Conduct grant prospect research by identifying new funding opportunities and sharing recommendations for review

Support funder engagement activities by tracking outreach efforts, sending reminders, and drafting communications as requested

Coordinate the execution of grant agreements, including obtaining signatures and distributing finalized documents to appropriate staff

Maintain organized grant documentation systems, including the Grants Tracker, electronic and paper grant files, and OneDrive records

Maintain and update Salesforce records, including regular reconciliation with Finance and Development teams

Manage the grants email inbox and ensure timely follow-up on communications, requests, and action items

Support grant compliance and monitoring activities, including internal tracking and documentation reviews as directed

Assist in preparing for funder site visits, audits, and monitoring activities by organizing materials, coordinating meetings, and managing follow-up communications

Contribute to the development and maintenance of funding guides, outcome tracking tools, and related grants management resources

Provide and manage staff access to external funder systems and grants management platforms (e.g., CAMS, OGMS, GMS, DCJS PMT), as needed