Grant Assistant

Texas State Technical College•Harlingen, TX

7d•$16 - $16

About The Position

Are you someone who strives for excellence, values accountability, provides the best service, all while reflecting unwavering integrity? Our talented team members across the state follow the behaviors, beliefs and outcomes of these core values to ensure that our vision is met. If you're ready to join the TSTC family and make great memories please complete our application process. Job Description The Grant Assistant will handle clerical tasks such as phone inquiries, visitor reception, and material preparation related to the grant. They will manage student records, assist with database maintenance, and monitor student workers. Additionally, they will handle requisitions, travel arrangements, and budget monitoring, assisting the Grant Administrator with report preparation. They will also coordinate meetings, events, and student activities, occasionally traveling for professional development and student trips. Hiring Range is $15.86 - $16.35 per hour. The final salary offer will be determined based on the candidate's qualifications and experience. Equivalent combination of education, training and relevant professional experience will be considered. Essential Functions: Demonstrate TSTC Core values of Excellence, Accountability, Service, and Integrity with internal and external stakeholders, customers, students, and members of the community. Monitor and maintain control of expenditures and billing/invoices within the grant budget (between $300,000 and $400,000 per year) to adhere to grant requirements and allowance guidelines for all expenses. Track expenditures and reconcile departmental P-card transactions and college budget statements with internal program budget spreadsheets. Prepare and submit requisitions, student stipends, travel requests, travel vouchers, and make travel arrangements which include transportation and accommodation for staff and students. Maintain all documentation of all purchases/expenditures as required by the grant, Office of Sponsored Programs, College Readiness, and the Department of Education guidelines. Assist in organizing and coordinating the planning, preparation, and production of materials for student sessions (including evenings and Saturdays), student trips, the six-week summer program, and various activities; participate and supervise students during college and cultural enrichment trips, leadership retreat, the six-week summer program, and other activities; assist with the development of student surveys. Assist with the coordination of student meals and activities, procure supplies, provide assistance in setting up and organizing events, as well as assisting with post-event cleanup. Perform clerical duties which include answering the telephone, greeting visitors, parents, and students, preparing materials, and answering questions related to the grant. Create and maintain accurate records of students, including attendance, and ensure thorough database entry and upkeep of participant services and activities. Develop the grant calendar of scheduled appointments, meetings, special events and activities. Prepare, modify, and submit documents such as reports, emails, and other correspondence using word processing, spreadsheet, database, and/or other presentation software such as Microsoft Office or other programs. Coordinate the collection of information and preparation of reports and compile the gathered data for reports. Provide thorough and detail-oriented critical support to the Grant Administrator in preparing, analyzing, and submitting reports to the TSTC Office of Sponsored Programs and the US Department of Education. Travel for professional development opportunities at local, state, and national levels. Maintain inventory of furniture, equipment, student supplies, and office supplies. Ensure proper tagging of all grant-funded equipment, supplies, and materials. Responsible for assisting the Grant Administrator, Advisor, Counselor, Mentors, and Tutors as needed. Work may require the direction of other employees carrying out assigned details. May supervise student workers/work studies engaged in executing program activities.

Requirements

High school diploma or GED with relevant work experience required.
Project Management: Project management, multi-tasking, organizational, and problem-solving skills, with the ability to effectively prioritize tasks, manage competing deadlines, and adapt to changing priorities in a dynamic environment.
Organization and Attention to Detail: This individual displays strong organizational skills and attention to detail, ensuring accurate, timely, and efficient task completion. This includes managing multiple tasks and projects simultaneously, prioritizing effectively, maintaining structured processes, and delivering high-quality results
Financial Acumen: Solid understanding of financial planning, budget management, and financial reporting.
Confidentiality and Integrity: Ability to exercise discretion in handling confidential and sensitive information related to data management and reporting, maintaining confidentiality and integrity at all times.
Adaptability and Flexibility: Adapt to changing priorities, work in a fast-paced environment, and handle unexpected situations with poise. Flexibility in adjusting schedules and accommodating shifting demands.
Effective Communication: Excellent written and verbal communication skills to interact effectively with clarity, influence, and impact across various internal and external stakeholders. (Bilingual)
Experience in Overcoming Barriers: Demonstrates professional or personal experience in overcoming challenges similar to those faced by project participants.
Customer Service and Teamwork: Commitment to customer service and teamwork demonstrated through proactive engagement and effective collaboration with students, parents, and stakeholders.

Nice To Haves

Some college/associate’s degree is preferred in business management and/or a related field.
1 years preferred experience in TRIO and/or migrant experience in student service and/or academic support programs or similar programs for disadvantaged students.
1 year preferred experience in an education-related field.
Secondary/post-secondary school setting or experience 1 year preferred experience with grant programs and their operations.

Responsibilities

Demonstrate TSTC Core values of Excellence, Accountability, Service, and Integrity with internal and external stakeholders, customers, students, and members of the community.
Monitor and maintain control of expenditures and billing/invoices within the grant budget (between $300,000 and $400,000 per year) to adhere to grant requirements and allowance guidelines for all expenses.
Track expenditures and reconcile departmental P-card transactions and college budget statements with internal program budget spreadsheets.
Prepare and submit requisitions, student stipends, travel requests, travel vouchers, and make travel arrangements which include transportation and accommodation for staff and students.
Maintain all documentation of all purchases/expenditures as required by the grant, Office of Sponsored Programs, College Readiness, and the Department of Education guidelines.
Assist in organizing and coordinating the planning, preparation, and production of materials for student sessions (including evenings and Saturdays), student trips, the six-week summer program, and various activities; participate and supervise students during college and cultural enrichment trips, leadership retreat, the six-week summer program, and other activities; assist with the development of student surveys.
Assist with the coordination of student meals and activities, procure supplies, provide assistance in setting up and organizing events, as well as assisting with post-event cleanup.
Perform clerical duties which include answering the telephone, greeting visitors, parents, and students, preparing materials, and answering questions related to the grant.
Create and maintain accurate records of students, including attendance, and ensure thorough database entry and upkeep of participant services and activities.
Develop the grant calendar of scheduled appointments, meetings, special events and activities.
Prepare, modify, and submit documents such as reports, emails, and other correspondence using word processing, spreadsheet, database, and/or other presentation software such as Microsoft Office or other programs.
Coordinate the collection of information and preparation of reports and compile the gathered data for reports.
Provide thorough and detail-oriented critical support to the Grant Administrator in preparing, analyzing, and submitting reports to the TSTC Office of Sponsored Programs and the US Department of Education.
Travel for professional development opportunities at local, state, and national levels.
Maintain inventory of furniture, equipment, student supplies, and office supplies.
Ensure proper tagging of all grant-funded equipment, supplies, and materials.
Responsible for assisting the Grant Administrator, Advisor, Counselor, Mentors, and Tutors as needed.
Work may require the direction of other employees carrying out assigned details.
May supervise student workers/work studies engaged in executing program activities.