Administrative Assistant - Grants Department - School Year 2025-2026

Spring Branch ISD•Houston, TX

34d•Onsite

About The Position

Work directly with the Grants Director, grant writers and grant budget managers to support the district's strategic plan through the securing of and stewardship of monetary awards.

Requirements

High School Diploma or equivalent.
Some college required, a college degree preferred.
Minimum Assessment Standard: Broad knowledge of MS Word and proficiency in MS Excel.
Ability to problem solve.
Excellent organizational skills.
Ability to handle numerous projects simultaneously.
Strong writing skills.
Ability to communicate effectively when speaking and writing
Ability to reconcile budgets.
Strong interpersonal skills.
Experience in writing and editing.
Experience in budget reconciliation and troubleshooting discrepancies.
Advanced clerical, secretarial and bookkeeping knowledge.
Experience with grants preferred.
Maintain emotional control under stress.
Work with frequent interruptions.
This position requires regular in-person interaction with the public.
Repetitive hand motions.
Prolonged use of the computer.

Responsibilities

Maintain a cumulative grants award chart.
Prepare reports for Senior Staff and the Spring Branch Education Foundation.
Prepare agenda items for the Board meetings.
Learn the Grants Department electronic filing system and routinely file documents electronically in the appropriate spot.
Collect and file federal grant documents, e.g. semi-annual certifications, supplemental agreement forms.
Maintain records for professional development (e.g., the United Way Bright Beginnings Initiative).
File office copies of office communications, checks, requisitions, invoices, and purchase orders per Grants department protocol.
Set up budget tracking spreadsheets for new grant awards and upload them to Google Docs.
Routinely reconcile all grant budgets with the district's financial management system.
Contact staff in other departments or on campuses to resolve discrepancies.
Maintain Grants Department budget and handle all related transactions.
Process and enter payroll (department and grant-funded employees).
Communicate with stakeholders, vendors, and district personnel by telephone or correspondence to resolve problems.
Expedite correspondence to ensure good client relationships.
Answer incoming calls, take reliable messages, and route to the appropriate staff.
Maintain the calendar for the Director of Grants, including the scheduling of meetings, appointments, and conferences.
Assist with reading and responding to e-mails addressed to the Director of Grants.
Assist with all aspects of grant seeking (downloading and reading instructions; writing and editing program and budget narratives; writing and editing program and expenditure reports; gathering information, creating tables, completing forms, uploading electronic documents, getting Superintendent signatures; preparing and copying proposals and reports prior to their due date).
Perform administrative duties concerning the telephone system, mail and document filing.
Assist support staff in other departments.
Work harmoniously with others.
Participate in cross training.
Keep an orderly, uncluttered office environment.
Perform other duties as assigned.