Administrative Assistant of Grants and Operations

Kent Intermediate School District • Grand Rapids, MI

7d

About The Position

The WMTC Administrative Assistant of Grants and Operations will support the development, coordination, and execution, quality, and effectiveness of West Michigan Teacher Collaborative (WMTC). WMTC is an initiative led by Kent, Ottawa, and Muskegon ISDs in partnership with GVSU to recruit, train, and retain the next generation of excellent teachers to lead West Michigan Classrooms. The Administrative Assistant of Grants and Operations will work with the WMTC Executive Director and WMTC staff as they support teacher candidates throughout the region. The Administrative Assistant of Grants and Operations provides essential operational, fiscal, and administrative support to ensure West Michigan Teacher Collaborative runs efficiently, compliantly, and with excellence. Manage day-to-day business operations, financial tracking (in coordination with Kent ISD Business Office), vendor coordination, and documentation essential for grant reporting and cross-organizational collaboration. Serve as the operational backbone that enables program staff to focus on member success. This position requires exceptional attention to detail, strong organizational systems, the ability to navigate complex grant and university/district processes, and a commitment to WMTC's mission.

Requirements

• Associate’s or Bachelor’s degree in accounting, business, operations, or related field preferred (or equivalent experience)
• Minimum of 2 years of experience in office administration, financial support, bookkeeping, budget tracking, or operations coordination
• Experience creating purchase requisitions, processing invoices, maintaining documentation, and tracking departmental or program budgets
• Strong proficiency with spreadsheets and financial tracking tools (Excel/Google Sheets required)
• Experience with CRM or workflow systems and data management platforms (Monday.com preferred)
• Demonstrated ability to manage multiple projects and deadlines with high accuracy and organization
• Strong customer service orientation and communication skills
• Ability to maintain confidentiality and handle sensitive financial and personnel information
• Ability to work independently while collaborating across teams
• Ability to support occasional evening or weekend events as needed

Nice To Haves

• Experience supporting grant-funded, education, nonprofit, or public sector programs is preferred

Responsibilities

• Perform clerical and office-based administrative duties, including purchasing, invoicing, budget tracking, and scheduling
• Meeting or event coordination, communication, and setup
• Research support and project planning, progress monitoring of projects, and deadline management
• Maintain accurate candidate, partnerships, media, and other related data and contact lists
• Maintain team supplies and promotional materials
• Demonstrate a strong commitment to equity and inclusion in all practices and responsibilities
• Consistently provide excellent customer service to all WMTC candidates and partners
• Organize and maintain candidate documents and accompanying timelines
• Create and track purchase requisitions, maintain supporting documentation, and process invoicing
• Track program budgets, provide monthly budget reports, assist with budget amendments, and prepare budgets
• Manage department contracts, confidential records, and paperwork in accordance with organizational and state requirements
• Assist in the automation and streamlining of departmental processes
• Compose letters, memos, meeting minutes, newsletters, and other such communications
• Perform duties in a manner that complies with all applicable rules, policies, and laws
• Maintain a high level of professionalism and interpersonal communication skills, such as discretion, integrity, confidentiality, and flexibility
• Maintains regular and consistent employee attendance
• Other pertinent duties as assigned

Benefits

• Robust benefit package includes full medical, dental, and vision insurance
• generous paid sick and vacation days
• State of Michigan School Employment retirement program
• Kent ISD is a participating employer for the Public Student Loan Forgiveness program (PSLF/ SAVE plan) for eligible Federal student loans.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 251-500 employees