Grants & Contracts Compliance Coordinator

Position Summary

The Washington West African Center (WAWAC) is seeking a highly organized and proactive volunteer to support the management and implementation of multiple grants and contracts from Washington State agencies, philanthropic organizations, and foundations.

This role goes beyond documentation. The volunteer will not only extract and organize grant requirements but will also actively coordinate with staff and stakeholders to ensure all deliverables, reporting obligations, and performance targets are met on time. The volunteer will play a key role in strengthening internal accountability systems and ensuring successful grant execution.

Key Responsibilities

1. Contract & Grant Review

Review all active grant agreements, contracts, and MOUs

Extract and document:

Deliverables and scope of work

Reporting requirements (monthly, quarterly, annual)

Key deadlines and due dates

Compliance conditions and special provisions

1. System Development & Tracking

Develop a centralized grants tracking system (spreadsheet, dashboard, or tool) that includes:

Grant/funder name

Assigned department or staff

Deliverables and performance targets

Reporting timelines

Status tracking (in progress, completed, overdue)

Create and maintain a master compliance calendar with reminders

1. Coordination & Follow-Up (Core Function)

Serve as a point of coordination between leadership and program teams

Regularly follow up with staff and volunteers responsible for grant deliverables

Ensure each department clearly understands their responsibilities and deadlines

Examples:

Work with the Media Department to ensure outreach targets (e.g., reaching 200 individuals) are achieved

Coordinate with the Drop-In Center to ensure service delivery goals (e.g., assisting 10 clients) are met

Follow up with the Finance Department to ensure timely and compliant spending (e.g., meeting budget benchmarks such as spending $10,000 by a specific deadline)

Track progress and flag risks early if targets are not being met

1. Training & Capacity Building

Provide basic guidance and training to staff and volunteers on:

Grant requirements and expectations

Reporting responsibilities

Documentation and compliance standards

Help translate complex grant language into clear, actionable tasks for teams

1. Accountability & Performance Monitoring

Monitor implementation progress across departments

Send reminders and updates on upcoming deadlines and targets

Escalate concerns to leadership when deliverables are at risk

Help ensure that all grant activities are completed as required

1. Process Improvement

Recommend systems, tools, or workflows to improve grant tracking and compliance

Develop templates for:

• Grant tracking
• Reporting summaries
• Internal accountability check-ins
• Preferred Qualifications
• Background in public administration, nonprofit management, policy, business administration, or related fields

Strong organizational and project coordination skills

• Ability to manage multiple stakeholders and follow through on tasks
• Experience with grants, compliance, or program coordination (preferred)
• Strong communication and interpersonal skills
• Proficiency in tools like Google Sheets, Excel, Airtable, or project management software
• Ability to take initiative and work independently

Learning Opportunities

• Hands-on experience in grant compliance and nonprofit operations
• Exposure to cross-departmental coordination and leadership processes
• Opportunity to build systems that directly impact organizational success
• Networking within the nonprofit and public sector

Expected Deliverables

• By the end of the engagement, the volunteer will:
• Develop a comprehensive grants and contracts tracking system
• Create a master compliance calendar with all deadlines
• Establish a functional follow-up and accountability system across departments
• Provide basic training materials or guidance for staff
• Deliver recommendations for improving grant management processes

Impact of the Role

This role is critical to ensuring WAWAC not only tracks its obligations but successfully delivers on them. The volunteer will directly contribute to preventing missed deadlines, improving program performance, and strengthening trust with funders and partners.

How to Apply

Interested candidates should submit:

A brief statement of interest

Resume (if available)

Availability (hours per week). We are flexible