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Grants Program Coordinator

2 months ago

Minneapolis, United States University of Minnesota Twin Cities Full time

Do you have experience in project management? Do you enjoy creating efficiencies using digital tools? Are you interested in supporting the critical work of sustainability and climate action? We'd love to meet you The University of Minnesota's Institute on the Environment is seeking a Grants Program Coordinator (job code 8221GG) to support our mission of building a sustainable, equitable future – where people and planet prosper together. This position coordinates and manages the day-to-day operations of IonE's granting portfolio, which includes large-scale Impact Goal grants and twice-yearly mini grants, among other calls and opportunities. Funds deployed through this portfolio come from a variety of sources, including the University's strategic plan (via a strategic investment called MNtersections); the MnDRIVE Environment program, which IonE manages on behalf of the UMN; philanthropy; IonE's own operating resources; and other funding sources. In this role you will: Ensure the effective and efficient administration of the internal (non-sponsored) grants portfolio, which exceeds $1M in total value and is distributed via multiple funding cycles per year; Support day-to-day operations, through effective program coordination including regular communication with grantees, processing no cost extensions, and facilitating grants-related meetings and workshops; and Strengthen our granting ecosystem and portfolio impact, by supporting grant stewardship activities and storytelling about news, milestones, outputs, and outcomes. This position will be a member of IonE's administrative team, reporting to the IonE Director of Administration & Operations, April Deinken. The ideal candidate will be self-motivated, a creative problem solver, and looking to deepen and strengthen their project management capabilities. We don't expect candidates will have experience in all of the position duties and responsibilities; we do expect that the candidate will be resourceful, have a willingness to learn, and be comfortable collaborating in a complex, deadline-driven organization. This position works heavily in Google Sheets and Qualtrics, so experience in Google Apps Script (or other advanced spreadsheet functions) and survey administration will give candidates an edge, but is not required. Principal Duties and Responsibilities Grants portfolio management (70%) This work relates to the overall operational management of the +$1M internal (e.g., non-sponsored) granting portfolio including all processes from Requests for Proposals to collecting Final Reports of Activities. Regular responsibilities include:

Manage the development and refinement of Requests for Proposals (RFPs), which are used to solicit project proposals from staff and faculty within the University system in collaboration with community partners Coordinate, working closely with involved IonE staff, RFP processes, including but not limited to: (1) establishing RFP, review, and award timelines; (2) developing review rubrics; (3) populating and coordinating review panels; and (4) managing the award process Lead communications plans to disseminate RFPs, preparing materials and slide decks; coordinating informational webinars; updating web pages and public documents; and sharing opportunities via UMN channels Develop and maintain reporting structures for funded projects/activities Provide regular review and refinement of the granting process to ensure equitable access Coordinate regular grant stewardship team meetings, facilitating communication between grantees and coaches Other duties as assigned

Grants program support (30%) This work includes the day-to-day support of the grants portfolio, including communication with grantees, processing no cost extensions, and meeting coordination, as well as coordinating storytelling opportunities and grant stewardship.

Serve as main point of contact and project manager for IonE's MNtersections, MnDRIVE Environment, Impact Goal, and mini grant programs, responding to general inquiries; providing input on infrastructure and processes; reviewing requests for no cost extensions and rebudgets; and requesting progress and final reports Maintain accurate rosters and directories of project teams, including unit/org homes, communications contacts, period of performance, and other demographic and strategic information Organize, document, and share work in Basecamp, Google suite collaborative products, and team file organization structure; strong organization of google folders to ensure all documents are organized using shared folders in ways that can be navigated independently and intuitively Collaborate with the IonE communications team, incorporating requests for project news, milestones, and other story ideas into reporting processes, and facilitating access to information about outputs and outcomes Coordinate meetings and activities related to coaching grant teams, workshops, and other gatherings that support grant awareness, applications, and award distribution, such as proposal development and annual reporting workshops Initiate communications with grantees as needed – and monitor project progress (financial and project activities) from award to close out, and collection of relevant post-close out data Other duties as assigned, such as participation in IonE-wide activities and professional development

Working Conditions:

This role will be performed in person on the St. Paul campus with the opportunity for remote/virtual work approximately 1-2 days per week. IonE offices and meeting spaces are accessible, and the building has accessible gendered restrooms on-site. Non-gendered restrooms are accessible through the tunnel system (e.g., in adjacent buildings) but would not be considered convenient for regular daily use. Required Qualifications: BA/BS or a combination of education and work experience equal to four years; experience must include at least one year working in a professional office environment Demonstrated commitment to valuing, promoting, and/or advancing diversity, equity, inclusion, and justice efforts Experience with PeopleSoft financials, UMN reporting center, OR an ability and willingness to complete required training on these systems Customer service mentality, seeking to advance the Institute and its mission through service to key staff and stakeholders Proficient (1+ years working experience) using the suite of Google & Microsoft applications and project management software; i.e., Basecamp, Gmail, Google calendar, Google drive, MS Word, and MS Excel, including experience or willingness to learn advanced functions and formulas within Google suite tools (e.g., Google Apps Script) to create automated workflows for data analysis and reporting and other functions such as pivot tables and mail merge Demonstrated process improvement and/or project management experience, including an ability to divide a project into discrete steps and tasks and perform those tasks or oversee them to project completion Familiarity with accounting/financial processes Preferred Qualifications: Relevant experience in a higher education or related organization and/or an awareness of granting or scholarship awards Knowledge of University business procedures and policies or other complex organizational setting Demonstrated experience in Qualtrics, advanced Excel, or Google sheets Experience developing and managing budgets Exceptional written and verbal communication skills Qualities of a strong candidate are likely to include some of the following: Ability to project a professional demeanor in a variety of situations and settings Commitment to creating organizational and administrative efficiencies Critical thinking, analytical, and problem-solving skills, including the ability to anticipate and recognize issues as they arise Ability and confidence to make decisions independently within established guidelines and protocols Agility and ability to handle multiple responsibilities with high attention to detail, including communications with a suite of internal (IonE) colleagues and external (outside IonE) stakeholders, applicants, and funded investigators. High intercultural competency and emotional intelligence, demonstrating an inclusive approach to interpersonal interactions Adaptability, desire to find creative solutions, and a results-oriented attitude Able to give, receive, and ask for feedback to foster growth and development (a growth mindset) Strong focus on the experience of grantees and people within IonE and community partners Demonstrated ability to organize and manage complex multistep processes

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