Coordinator, Grants Management

San Jacinto•Pasadena, TX

About The Position

Responsible for supporting the Office of Grants Management (OGM) by performing operational, administrative, analytical, and office clerical functions that ensure effective grant administration, regulatory compliance, accurate data collection and reporting, audit support, and efficient office operations. Supports a variety of OGM functions and provides cross-functional assistance for operational needs and staffing gaps across all OGM teams-Grant Administration, Pre-Award, and Post-Award-to ensure the smooth and efficient operation of the office. Supervises the part-time Administrative Assistant.

Requirements

Associate degree or equivalent coursework
Five years of progressive office clerical or administrative support experience, two years of which is in grants or a related field.
Ability to demonstrate the College values.
Compose correspondence independently using good business vocabulary, concise, presentation, and excellent written, editing, researching, analyzing and communication skills internal and externally.
Intermediate skill level in Microsoft Office – Word, Outlook, Excel & PowerPoint.
Excellent time management skills and ability to multi-task and prioritize work.
Good organization skills and the ability to work under pressure to tight deadlines.
Attention to detail and problem-solving skills.
Ability to work with minimum supervision, manage multiple priorities simultaneously and function collaboratively in a team environment.
Good at absorbing information quickly
Ability to interact with all levels of internal leadership as well as other department staff.
Able to make judgments and decisions to keep office functioning smoothly in absence of supervisor.
Knowledge of communications media and telecommunications technology
Adaptable and able to build rapport with individuals across all levels and backgrounds.
Excellent planning, researching, organizational, and technical troubleshooting skills.
Excellent verbal and written skills

Nice To Haves

Bachelor’s degree in business, office administration or a related field
Three years of writing experience (journalism, marketing, grant-writing, etc.)
One year of research experience
One year of Ellucian Banner system experience
One year of experience in accounting

Responsibilities

Performs a variety of operational, administrative, analytical, and clerical functions to support the efficient operation of OGM.
Provides flexible support across OGM functional areas to fill operational gaps resulting from staffing shortages and changing workload demands.
Processes journal vouchers (JVs), drafts grant financial reporting, and supports the creation and improvement of OGM internal forms, documentation, procedures, and workflow processes to strengthen operational efficiency, consistency, and compliance.
Coordinates audit process and documents required for grant audits with SDGM, Director of Grant Program & Compliance (DGPC), and Grants Accounting Manager (GAM). Assists external auditors for the audit process coordination as needed.
Organizes and maintains records, documents, and data for audits.
Assists DGPC for Grant Opportunity monitoring process, pre-proposal form, and Grant dashboard system.
Updates the grant opportunity data in the grant tracking system and generates reports as needed.
Assists with training new OGM staff for internal grant process overview, forms, and basic Banner system.
Researches and collects necessary data from internal and external resources for pre-award team.
Maintains, monitors, and analyzes data for grant proposals required for pre-award grants.
Responsible for Grant Payroll data/dashboard processing.
Responsible for updating and maintaining OGM external and internal webpages and grant newsletter.
Works with GAM, SDGM, DGPC and other departments for Sub-Recipient Monitoring Review/Audit process annually.
Responsible for monthly grant P-card transaction process including communication with Business Office for the P-card report.
Manages monthly DOE cash drawdown requests to the Business Office and processes payment transactions posting and CRN invoice payments as needed.
Manages and maintains office workflow efficiency by supervising part-time staff in scheduling and assigning office projects to expedite work tasks of the office.
Manages office operations with regard to supply inventory, office relocations, maintenance request & scheduling, work order, etc.
Coordinates internal and external meetings and events, setup, communication, and daily clerical tasks as needed.
Organizes and maintains grant documents in the shared folder or group network drive for the office.
Posts Journal vouchers (JVs) and uploads supporting documents (Xtender) in Banner.
Manages the new grant award set-up process including set-up in the Banner system, forms, and grant PI binder documents, and the close-out process for post-award grants.
Oversees or creates requisitions for OGM and/or grant programs as needed.
Oversees the record maintenance and retention for grants and works with the Record Retention Manager.
Assists in updating and/or creating new OGM internal procedures as needed.
Coordinates, schedules, and tests Grant PI certification trainings and provides the certification.
Assists SDGM, DGPC, DGD and GAM for grant PI training as needed.
Performs other related duties as assigned.
Organizes documents in shared drive for the office.