Grants Office Associate

Classification

Regular

Minimum Pay

$22.70

Compensation will be commensurate with the level of the position, education, and experience.

JOB DESCRIPTION SUMMARY

Provides clerical support for the Grants Office with all phases of the grant cycle to include development, submission, management, and close-out. Maintains grants office websites and online collaboration centers. Supports the Director in ensuring regulatory compliance in all aspects of grant management and grant records administration, including coordination of annual internal audits.

ESSENTIAL POSITION FUNCTIONS:

Clerical Support.

• Provides clerical support for all aspects of the Grants Office including grant planning, proposal development, submission, management, and close-out phases.
• Answers phones, processes correspondence, schedules meetings, records meeting minutes, maintains files, orders supplies, and otherwise supports efficient office operations.
• Compiles regular reports for college administration and funding agents.

Post-award Monitoring Support and Compliance.

• Assists Director in tracking, monitoring, and reporting on financial and programmatic grant compliance across multiple grant managers and cost centers.
• Assists grant teams in researching OMB Circulars and other compliance guidelines, and prepares compliance orientation documents and training materials for post-award implementation, including assisting Director with annual updates of the MCC Grant Management Handbook.
• Schedules and arranges regular grant manager network meetings for reporting, networking, and information sharing.
• Maintains and regularly reviews the electronic grant management system to monitor individual grant dashboards for compliance.
• Works with grants accounting personnel to ensure monthly time and effort reporting across grant cost centers.
• Schedules and facilitates annual internal audits with all grant managers.

Grant Document Repository Management.

• Maintains hardcopy and electronic files for all grant proposals, awards, agreements/contracts, reports, and close-out documentation.
• Reviews grant applications for accurate completion of all required components and to ensure adherence to grant regulations and MCC policies.
• Submits approved grant proposal packages via online systems (e.g. , Fastlane) and other delivery methods per funder requirements.
• Works with College archive and Central Stores personnel to strictly maintain records retention procedures, and support College-wide compliance with grant-funded property and inventory requirements.

Website and Collaboration Center Maintenance.

• Regularly updates and maintains the Grants Office website, network drives, and shared tools to ensure all grant managers have access to current resources, processes, procedures, and forms for successful grant development and management.
• Consistently and dependably attends work, activities, and functions as scheduled or assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

• Working knowledge of federal, state, and private grant compliance protocols and resources; experience with federal grant audits preferred.
• Proficient knowledge using standard office software, including Microsoft Word, PowerPoint, Excel, Outlook, database systems, and image editing tools.
• Working knowledge of shared collaborative websites to facilitate project management.
• General clerical skills, including keyboarding, data entry, ten-key, phone communications, correspondence, inventory management, meeting scheduling, and filing.
• Strong project management skills, including experience using electronic tools to track completion of deliverables in a deadline-driven team environment.
• Demonstrated writing skills, including use of correct grammar and punctuation, and ability to adhere to word count and style guidelines (e.g. APA format, grant proposal instructions).
• Ability to read, understand, and appropriately act upon technical documents and written instructions with speed and accuracy.
• Ability to quickly learn new software for grant development and document management.
• Ability to positively manage high volume of work with accuracy and tight deadlines while upholding College policies.
• Ability to follow detailed guidelines and instructions.
• Ability to communicate effectively and professionally, both orally and in writing, to include proper meeting, greeting, telephone and email etiquette.
• Accurate recordkeeping.
• Ability to work well with minimal supervision in a team-oriented environment.
• Ability to maintain confidentiality, professionalism, patience and understanding in stressful situations, and to work with diverse internal and external constituents.
• Ability to effectively work and interact with various cultures and ethnicities.

MINIMUM QUALIFICATIONS FOR EDUCATION AND EXPERIENCE:

• Associate's degree.
• Four (4) years of related work experience required.
• Equivalent combination of education and/or work experience considered.
• Experience working in a higher education administrative setting preferred.
• Valid driver's license and insurability to drive college vehicles is required.
• Must pass a background check.

The specific statements shown in each section of this description are not intended to be all inclusive. They represent typical elements and criteria considered necessary to perform the job successfully. Metropolitan Community College recognizes that an individual with a disability may require an accommodation to enable the candidate to successfully perform a job function. Consideration will be given to reasonable accommodations.

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