Public Grants and Contracts Coordinator

Description

Position Function

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Support the team's pre-award activities and coordinate the team's post-award administration of public grants and contracts that support client services. Encourage programmatic compliance with public grants and contracts.

Requirements

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Education
:
Bachelor's degree in Communication Studies, Journalism, Public Administration, Business or a related field from an accredited institution

Experience:

At least two years of professional experience in public grants (non-philanthropic) and contracts for client services that includes managing funding proposals and funding awards and collaborating with funded programs to write programmatic reports. At least two years of professional customer service experience.

Functional Requirements
:

• Mission-driven
• Outstanding interpersonal skills
• Skilled editing and writing ability and ability to adopt to the style, tone and voice of various types of content
• Extremely thorough, well-organized, productive, flexible, detail-oriented and skilled in customer service
• Advanced level ability in electronic document preparation, management and presentation using Microsoft Word, Adobe Pro and Adobe InDesign
• Basic level ability in Excel and PowerPoint
• Able to quickly and accurately gather data for proposals, reports or other work product from multiple sources (internal and external)
• Able to prioritize multiple customers, projects and tasks simultaneously
• Timely in work and meets all deadlines
• Team player and also able to work independently
• Self-directed, self-starter with high professional standards

Working Conditions
:

Standard office conditions

Exposure to Confidential Information
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Maintain confidentiality and follow policies and procedures related to personnel and client records and confidential employee information required for grants and contracts

Key Expectations/Responsibilities
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Overall Responsibilities (for assigned awards)
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• Manage all assigned awards as account lead and all tasks associated with those awards, including all administrative tasks, such as calendar reminders and electronic filing on the G and P drive
• Save all assigned award documents as soon as the team receives them in their correct location on the G or P drive
• Maintain general knowledge of grant and contract requirements to support funded programs
• Maintain professional demeanor in all interactions with internal and external customers

Pre-Award Responsibilities (for assigned awards)
:

• Serve as the overall Document Manager for "Refresh" and other pre-award submissions such as new contract applications and funding proposals, know all funding proposal rules for documents and complete all proposal document formatting to maximize pages and create the most professional presentation
• Gather data for proposals as requested and make figures for proposals

Post-Award Responsibilities (for assigned awards)
:

• Create and maintain electronic files for each funding award containing all pre- and post-award documentation in an organized, standardized format and saves to G and P drive
• Compile summaries and award packages for grant and contract awards at award, save to G and P drive, link in the Public Grants & Contracts Spreadsheet and email link to the P drive locations to those who need the information
• At the time of a new or multi-year award, gather all internal parties for an initial post-award meeting
• Complete documents required by funding awards (such as forms), prepare documents for signature including contracts or grant agreements, submit to external customers and verify their receipt
• Develop, maintain or update existing tools for programs to manage their outputs and outcomes
• Collaborate with program staff on ongoing programmatic reports for funding awards using established processes and standards for collaboration, quality control, review, approval, submission and document management
• Coordinate public grant and contract monitoring unless the monitoring is purely fiscal
• Serve as an ongoing internal post-award contact for funding awards, providing support and technical assistance to internal customers, including quarterly check-ins with funded programs to see if they have TA needs or other post-award assistance needs

The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the employee a general sense of the responsibilities and expectations of his/her position. As the nature of business demands change so, too, may the essential functions of this position.