Administrative Associate - Grants

Job Vacancy Announcement

Position Information

Position Title

Administrative Associate - Grants

Position Type

Staff

Department

Institutional Advancement

FLSA

Non-Exempt

Union/Non Union

Non Union

Full Time or Part Time

Full Time

Grade

8

Salary Range

Hiring Salary Range

$40,619 - $44,681 Annually

Fixed Term/Tenure Track (Faculty Only)

Regular or Temporary

Regular

Job Description Summary

Under general supervision, performs grant-related technical and administrative support duties of a highly complex and confidential nature for the Grants and Resource Development department.

Minimum Qualifications

High School Diploma. Three to four years of administrative experience or required course work/certification and or specialized skills/training, or a combination of relevant higher education and experience. Three years of experience working with public and/or private grants.

Criteria

CRITERIA : The following criteria, which are not the sole criteria used in the final hiring decision, will be used to review the applications of those persons who meet the stated minimum qualifications and to select those qualified applicants who will be interviewed. Other information and observations made during the interview process may be considered in the selection process. Please ensure that your application and attached documents address the criteria listed below:

• Participates on grant development teams to assist in data collection, research, and proposal preparation
• Assists the director of Grants and Resource Development with the monitoring and adjustment of the department’s budget by monitoring encumbrances for accuracy, alerting director of need for budget adjustments, working with accounting and procurement to troubleshoot budget/procurement problems until completion, and assisting director with budget forecasting and close-out each fiscal year
• Assists director of Grants and Resource Development and OIA executive director and executive associate with creating, reviewing, and revising standard operating procedures (SOPs);
• Creates and maintains hard copy grant files that meet legal, auditing, and funder requirements
• Assists with the maintenance of electronic grant files uploaded to the grants management database
• Archives closed grant files in accordance with funder or federal regulations/requirements, and prepares them for off-site storage. Coordinates retrieval of archived files for staff use. Coordinates shredding process for grants after the end of the legal record retention date
• Performs and coordinates the administrative needs of the department at the direction of the director of Grants and Resource Development, such as filing/record-keeping, inventory control, arranging logistics for special events, meetings, and trainings, maintaining master departmental calendar, travel, service requests, and purchasing/requisitions
• Coordinates with other college administrative support staff on department or grant-related issues, such as letters or signatures needed from the president, securing purchasing approvals, and other time-sensitive, confidential, or special issues needing immediate attention
• Assists in preparing materials for grant trainings, Senior Team meetings, and meeting special requests by the president, chief of staff, or executive director of the Office of Institutional Advancement
• Maintains and updates the department’s presence on myPGCC;
• Performs other duties as assigned or requested.

Job Requirements

1. Must be able to work Monday thru Friday, 8:30 a.m. – 4:30 p.m.
2. Ability to communicate effectively in spoken and written standard English.
3. As required by the 1986 Immigration Act, be prepared to present acceptable documentation showing your identity and that you are a U.S. citizen or an alien who is authorized to work.

Is Background Check Required?

Yes

Is the incumbent responsible for working with minor children or directly engaging with minor children on campus?

No

Posting Detail Information

Posting Number

PGCC163911/12

Open Date

07/01/2022

Close Date

Open Until Filled

Yes

Background Check Statement

Prince George’s Community College is committed to providing a safe campus community. PGCC conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, education verification, and when appropriate, a financial (credit) report or driving history check.

Special Instructions to Applicants

Prince George’s Community College values the safety of its students, faculty, and staff. As part of that commitment, the College has announced effective October 21, 2021, all students, faculty, and staff must be vaccinated against COVID -19 or tested for the virus weekly. As a prospective or new employee, you will be required to comply with this mandate and all the necessary safety protocols, including wearing a mask. Please direct your questions related to the vaccination, testing, mask mandates, and requirements for exemptions to VMPO@pgcc.edu .

Application Status ; you will receive an email acknowledging receipt of your application, upon which time no further communication occurs unless selected for an interview or the position is filled. If recommended for hire, communication is immediately sent to your references listed on your application. Also, you will receive an email notification from HireRight requesting you to submit authorization to complete a background investigation.
Posting Specific Questions

Required fields are indicated with an asterisk (*).

1. * Which of the following best describes your level of completed education? (Education details must be included in your application.)
   • Master's Degree or above from an accredited college/university
   • Bachelor's Degree from an accredited college/university
   • Associate's Degree from an accredited college/university
   • One to two years of college credit (30 credit hours is equivalent to one year)
   • Less than 30 credits from an accredited college/university
   • High School Diploma or GED
   • None of the above
2. * Do you have at least three years of related experience? See minimum qualifications for this position. A combination of relevant higher education and experience may be substituted.
   • Yes
   • No
3. * Do you have three years of experience working with public and/or private grants?
   • Yes
   • No
4. * How did you hear about this employment opportunity?
   • HERC
   • HigherEd Jobs
   • Hispanic Outlook
   • Indeed
   • Personal Referral
   • PGCC Website
   • Social Media (LinkedIn, Twitter, Facebook)
   • The Chronicle of Higher Ed
   • The Washington Post
   • Other: Please indicate below
   • Educause
5. How did you hear about this employment opportunity? If you selected 'Other' please indicate source:
   
   (Open Ended Question)
   
   
6. * Please be advised that as required by the 1986 Immigration Act, candidates must be prepared to present acceptable documentation showing identity and that you are a U.S. Citizen or an alien who is authorized to work. It is the college's policy that PGCC does not provide sponsorship for prospective employees. Are you seeking sponsorship?
   • Yes
   • No

Applicant Documents
Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Letter of Recommendation 1
2. Letter of Recommendation 2