Administrative Assistant of Grants and Operations

Kent Intermediate School District • Grand Rapids, MI

3d

About The Position

The Administrative Assistant of Grants and Operations supports the daily work of the West Michigan Teacher Collaborative (WMTC), a no-cost, accelerated, work-based teacher residency led by Kent, Ottawa, and Muskegon Area ISDs in partnership with Grand Valley State University. WMTC recruits, trains, and retains teachers for West Michigan classrooms. This is a year-round, 260-day position. Fiscal processing is completed in coordination with the Kent ISD Business Office.

The role coordinates projects and deadlines; processes requisitions, purchase orders, and invoices; tracks budgets; manages logistics for professional learning and special events; supports communications; and maintains systems that help program staff focus on member success. The organization is growing and described as a start-up. The ideal candidate is tech savvy, proficient with Google Workspace, a strong writer, and solutions-oriented.

The position requires an associate’s or bachelor’s degree in accounting, business, operations, or a related field, or equivalent experience, and at least two years of relevant experience. Grant-funded, education, nonprofit, or public-sector program experience is preferred. Occasional evening or weekend event support may be needed.

Requirements

• Associate’s or bachelor’s degree in accounting, business, operations, or a related field, or equivalent experience.
• At least two 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 or Google Sheets is required.
• Demonstrated ability to manage multiple projects and deadlines with 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.
• Experience with CRM or workflow systems and data management platforms; Monday.com is preferred.
• Associate’s or bachelor’s degree in accounting, business, operations, or a related field is preferred, though equivalent experience may be considered.

Responsibilities

• Perform clerical and office-based administrative duties, including purchasing, invoicing, budget tracking, and scheduling.
• Coordinate meetings and events, including communications and setup.
• Provide research support and assist with project planning, progress monitoring, and deadline management.
• Maintain accurate candidate, partnership, media, and other related data and contact lists.
• Maintain team supplies and promotional materials.
• Demonstrate commitment to equity and inclusion in all practices and responsibilities.
• Provide excellent customer service to WMTC candidates and partners.
• Organize candidate documents and accompanying timelines.
• Create and track purchase requisitions, maintain supporting documentation, and process invoices.
• 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 automating and streamlining departmental processes.
• Compose letters, memos, meeting minutes, newsletters, and other communications.
• Perform duties in compliance with applicable rules, policies, and laws.
• Maintain professionalism and demonstrate discretion, integrity, confidentiality, flexibility, and strong interpersonal communication.
• Maintain regular and consistent employee attendance.
• Perform other pertinent duties as assigned.
• Support occasional evening or weekend events as needed.

Benefits

• Full medical insurance
• Dental insurance
• Vision insurance
• Generous paid sick days
• Generous paid vacation days
• State of Michigan School Employment retirement program
• Kent ISD participates in 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