What are the responsibilities and job description for the Grants Associate position at CCC Careers?
City Colleges of Chicago (CCC), the largest community college system in Illinois, is made up of seven colleges and five satellite sites, providing more than 70,000 students each year access to a quality, affordable education.
The Institutional Resource Development (IRD) Department provides a framework and a centralized support structure to assist faculty and staff across the district with grant management, grant writing, and resource development initiatives to include:
Ø funding source identification; proposal development and grant writing
Ø budget development;
Ø proposal processing and submission
Ø facilitating the pre-and post-award grant process
Ø database maintenance of awards received and closed-out.
PRIMARY OBJECTIVE
Reporting to the Associate Vice Chancellor (AVC) - Institutional Resource Development, a Grants Associate performs a range of pre- and post- award grant activities including the coordinating the packaging and submission of proposals; the set-up and maintenance of records in PeopleSoft Financials for awarded grant funds; the maintenance of database records for the tracking and reporting of grants under development, submitted, and awarded; and the monthly preparation of the Resource Development Report. Performs related duties as required.
ESSENTIAL DUTIES
• Serves as the first point of contact for grant-related inquiries from faculty, college administrators and other stakeholders.
• Assists in supporting faculty and staff on grant-related technology, processes and procedures, including, but not limited to PeopleSoft form submission, grant writer assignments, navigating proposal portals (e.g., grants.gov).
• Supports IRB staff working with college administrators, program, finance, and operations departments to ensure that all pre- and post-award grant processes are followed, and requirements are met.
• Coordinates and supports proposal submissions to grantors/funding agencies.
• Enters grantors/agencies funding contracts (private and public) into Agiloft for legal review.
• Works with supervisor and staff in performing post-award activities to ensure that all financial and administrative policies, procedures, and requirements are met.
• Assists in the review of grant awards and contract documents to determine compliance requirements including reporting, program and financial monitoring and other funding source requirements.
• Develops and maintains reference documentation, such as funder requirements and forms, standard supporting attachments, and other pertinent materials.
• Maintains up-to-date and accurate electronic records of grants, contracts, and correspondence using Excel database, People Soft, and related systems.
• Records and tracks grant-related information.
• Schedules and prepares agendas and materials for grant-related meetings.
• Works with project directors and staff in monitoring timelines to ensure timely and accurate programmatic reporting to grantors and procedural compliance of grants.
• Assists in researching, identifying, and vetting local, regional, and national grant opportunities.
• Maintains and updates grant related webpages and informational materials in collaboration with the Director of Grants.
• Participates in weekly team meetings. Prepares reports summarizing status of grant proposal submissions, awarded grants, and donations for the monthly Board of Trustees’ Resource Development Report.
QUALIFICATIONS
• A Bachelor’s degree from an accredited college or university in Business or Public Administration, or a related field
• One to two years of work experience in one or more of the following areas: public grant administration (pre and post award), grant writing, proposal development, or contract management.
• Demonstrated experience in developing and monitoring budgets using basic financial management tools
• Knowledge of grant life-cycle, administration, and management
• Excellent interpersonal, written, and verbal communication skills
• Strong analytical and problem-solving skills
• Strong organizational and planning skills
• Ability to work with a culturally diverse environment
• Ability to take initiative for process improvements
• Proficiency in the use of Microsoft Office (Word, Excel, PowerPoint)
The intent of this job description is to provide a general description of the duties and responsibilities of this position. It is not intended to be an exhaustive set of the duties and responsibilities, nor all of the necessary qualifications to perform the work.
