Grant Coordinator & Administrative Assistant to the Office of Learning

South Burlington School District • South Burlington, VT

22h • Onsite

About The Position

The Grant Coordinator & Administrative Assistant provides high-quality administrative support for the Executive Director of Learning and Student Support Services and the Director of Equity, Belonging and Family Engagement. This role is crucial for effective and timely coordination between the central office, school-based staff, community members, and the School Board. The position operates within a highly visible office that handles sensitive and confidential communications and information.

Requirements

• Bachelor’s degree in Business or a related field.
• At least 2 years of related work experience.
• Equivalent combination of education and related work experience will be considered.
• Ability to work in a collaborative team environment.
• Regular attendance in accordance with established scheduled days/hours.
• Ability to perform each essential duty satisfactorily.
• Ability to sit, talk, see, and hear.
• Ability to walk, and demonstrate manual dexterity to type, operate office equipment, file, reach, and grasp items.
• Ability to stand, bend, lift and carry items.
• Specific vision requirements include close, depth and color vision.
• Ability to transport materials and equipment from building to building for meetings.

Nice To Haves

• Experience with grants is preferred.
• Work experience in a school system is preferred.

Responsibilities

• Manages the Consolidated Federal Program (CFP) and other assigned district grants, including executing and recording procurement processes, contracts, invoices, professional activity records (PAR), MOUs, Periodic Time Certifications, and timesheets.
• Assists in creating and submitting grant assurances and required reports.
• Submits and revises federal grant applications, budget codes, amendments, and other documentation as needed.
• Coordinates equitable services for independent schools and serves as their primary contact.
• Serves as a liaison between the Office of Learning and the Agency of Education (AOE) CFP Team for accurate interpretation of state & federal guidance.
• Attends CFP fiscal and program training to stay current on related policy and procedures.
• Tracks grant funding expenses for district and independent schools and collaborates with the Business Office to ensure accurate use of grant funds.
• Manages professional learning activities districtwide, including executing and recording staff course and conference requests, registration & reimbursement.
• Tracks professional learning expenditures and informs staff of remaining fund availability.
• Verifies and records completion of professional learning activities by staff and services/materials provided by vendors.
• Maintains educator coursework records for salary credit and recommends salary movement for eligible educators.
• Manages critical functions of the Office of Learning and DEBFE, including collecting, recording, and tracking licensed staff evaluations.
• Assists the Mentor Coordinator with the teacher mentor program.
• Tracks expenditure of local and federal funds and provides periodic fund audits.
• Enters requisitions for purchase orders and processes invoices for the Office of Learning and DEBFE.
• Coordinates large-scale student & staff learning activities for the Office of Learning and DEBFE.
• Maintains effective communication with all stakeholders in contact with the Office of Learning and DEBFE.
• Updates websites for the Office of Learning and DEBFE.
• Assists the Executive Director of Learning and Student Support Services in scheduling appointments, communicating with staff and stakeholders, managing data, writing reports, and managing large-scale projects.
• Provides back-up support for the Executive Administrative Assistant in the Superintendent’s Office when needed.
• Supports planning and operation of the annual District Convocation.
• Performs other duties and projects as assigned.
• Works collaboratively in a team environment.
• May occasionally assist in the training, hiring, and supervision of others.

Benefits

• Competitively priced health insurance
• Dental coverage
• Sick time
• Professional time and other leaves
• Robust retirement plan (VT State Teachers Retirement for educators; 403b plan with up to 6% provided by the district for other staff)
• Professional development opportunities
• Tuition reimbursement
• Wellness initiatives
• Employee Assistance Programs

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level