HomeGrown Program Administrator

GRANT-FUNDED POSITION NOTICE
This position is funded through the HomeGrown Grant Program for a defined term of 1-3 years. While NHS intends for the role to remain active for the duration of the grant, employment with NHS is strictly at-will. Continued employment is contingent upon ongoing grant funding.

BASIC JOB FUNCTION
The Program Administrator is responsible for managing the operational, reporting, and compliance functions of the HomeGrown Purchase Assistance Grant Program. This role ensures that all program data, documentation, workflow processes, and reporting activities are accurate, timely, and aligned with the requirements of the City of Chicago Department of Housing. The Program Administrator maintains real-time program records, supports application processing, and develops program documents essential to effective program delivery.

PRINCIPAL JOB DUTIES & RESPONSIBILITIES
Program Data & Records Management

• Maintain a comprehensive project database with real-time, accurate records of:

• Communications with applicants and eligible homebuyers.

• Program applications, eligibility documentation, and required supporting files.

• Program timelines, deadlines, and application status updates.

• HomeGrown grant closings, funding disbursement, and overall funding status.

• Ensure all records are organized, auditable, and compliant with City of Chicago requirements.

Reporting & Compliance

• Prepare and submit monthly reports detailing any recapture payments received.
• Prepare and submit quarterly performance reports that summarize program status, funding utilization, and homebuyer demographics.
• Ensure adherence to all reporting requirements established by the Department of Housing and maintain readiness for audits or monitoring reviews.

Document Development & Workflow Support

• Develop and maintain program documents including workflow charts, correspondence templates, applicant notifications, and process guides.
• Update program materials as needed to reflect policy or procedural changes.

Operational Coordination

• Support program staff by ensuring timely access to accurate data, documents, and applicant information.
• Coordinate communication across the program team to ensure consistent application of program rules.
• Maintain organized digital and physical filing systems aligned with City of Chicago recordkeeping standards.

COMPENSATION & BENEFITS:

$25/hour

• Health, dental and vision insurance
• Paid time off
• We also offer a team spirit, which strives for excellence in customer service.

POSITION QUALIFICATIONS
Education

• Bachelor's degree in public administration, business, social sciences, urban planning, or related field preferred.

Experience

• Minimum of 2–3 years of experience in program administration, data management, compliance, or related work.

Desired Skills

• Experience working with government-funded programs or grant administration highly desirable.
• Strong attention to detail with exceptional organizational and recordkeeping skills.
• Ability to manage large volumes of data accurately and maintain real-time records.
• Strong written and verbal communication skills.
• Ability to manage competing deadlines and adapt to evolving program needs.
• Technology: Proficiency in MS Office; databases, and digital document systems.

COMPENTENCIES
To succeed in this role, an individual must demonstrate the following competencies:

• Commitment to equity, inclusion, and serving diverse communities.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is:

• Regularly required to talk or hear.
• Frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms.
• The employee may occasionally lift and/or move up to 25 pounds.

WORK ENVIRONMENT
This position involves a combination of office-based work, virtual communication, and occasionally community-based engagement. Some evening or weekend availability may be required for special events or outreach activities. May involve meetings with City of Chicago staff or partner organizations.

REMOTE WORK POLICY
The HomeGrown Program staff are required to work full-time in the office. Remote work arrangements are not available for this position. Employees must be present in-office for all scheduled workdays and attend meetings as needed.

NHS' COMMITMENT TO DIVERSITY, RACIAL EQUITY, AND INCLUSION
Neighborhood Housing Services of Chicago (NHS) is deeply committed to building and sustaining a diverse, equitable, and inclusive organization that reflects the communities we serve. We believe that diversity of backgrounds, perspectives, and experiences strengthens our work and advances our mission. NHS provides equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, genetic information, or any other characteristic protected by federal, state, or local law.