Grants and Services Intake Coordinator

JOB POSTING: Grants and Services Intake Coordinator

Organization:  Council for Healthy Food Systems (CHFS)

Location: Remote, based anywhere in Texas

Reports to: Program Manager

Compensation: $54,000/ year

About the Organization

The Council for Healthy Food Systems (CHFS) is a 501(c)(3) educational nonprofit, focused on providing educational programs and resources that support farmers and local food producers in building ecologically and economically sustainable operations.

Position Summary

The Grant and Program Intake Coordinator is responsible for overseeing all administrative, reporting, and compliance requirements associated with grant-funded programs. This role also manages the intake and eligibility of screening of program participants, ensuring equitable, timely, and accurate access to services. The position serves as the day-to-day contact for grant management, supports program staff in meeting regulatory requirements, and maintains accurate documentation for internal and external reporting. 

Other duties include attending conferences to recruit participants to our programs and raise awareness of our organization, assisting with planning and implementing our annual conference in August, and attending other events as needed (1-2x per quarter on average).

This position focuses on coordination, documentation, and intake support rather than providing legal or regulatory advice.

This is a 3-year grant-funded position.

Key Responsibilities

Grant Administration & Compliance

• Serve as the primary point of contact for day-to-day grant management.
• Oversee the distribution, collection, and aggregation of all pre- and post-program surveys across all applicable programs to address grant outcome measurement.
• Assist with preparation of intermediary and final reports for submission to the USDA and other funding entities.
• Track program finances and expenditures, ensuring all spending aligns with grant requirements.
• Manage time allocations for staff funded under the grant and maintain accurate supporting documentation.
• Prepare reimbursement filings and maintain financial records for audit readiness.
• Ensure all documentation meets regulatory and grant compliance standards.
• Log all contact information of program participants.

Program Intake & Participant Support

• Conduct intake screenings of all incoming calls and inquiries to identify potential eligibility for government programs and document barriers to participation for referral or follow-up.
• Assess caller needs for regulatory guidance, determine eligibility, and provide appropriate responses using prepared program materials or work with Program Manager to escalate.
• Document all calls and intake interactions clearly and accurately in the designated tracking system.
• Manage the participant onboarding process to support equitable and efficient program access.

Regulatory Education & Training

• Collaborate with the Regulatory and Referral Program Manager to develop and implement regulatory education plans for the annual Conference.
• Support ongoing internal training and compliance education for staff as needed.

Qualifications

• This role does not require legal credentials but is well-suited to someone with paralegal, legal admin, compliance, or grant administration experience.
• Minimum 2 years experience in grant administration, nonprofit operations, or legal administration.
• Strong organizational and documentation skills with exceptional attention to detail.
• Ability to manage multiple deadlines and prioritize effectively.
• Strong communication skills and comfort interfacing with participants, partners, board members, and other stakeholders.
• Experience with financial tracking, reimbursements, and grant reporting.
• Comfortable using Slack, Monday, Google Drive, or able to learn these systems.
• Experience with virtual teams and remote work.

Preferred Skills

• Knowledge of USDA grant programs or similar federal funding.
• Experience with survey tools, data aggregation, and reporting.
• Customer service or call-center intake experience.
• Ability to work collaboratively across departments.

Please submit a cover letter and resume to Judith@Healthyfoodsystems.org  with the subject line: Grants and Program Intake Coordinator  – [Your Name].  In your cover letter, please include a brief example (2-3 sentences) of a system you use to avoid errors in your work.

Applications will be reviewed starting on January 12, and continuing on a rolling basis until the position is filled.