Administrative Assistant - Grants Department - Massasoit Community College

Massasoit Community College takes pride in its long-standing tradition of excellence and its historic mission to welcome all who seek to learn. The College offers more than 60 associate degree and certificate programs across the arts, sciences, applied sciences, healthcare, and technology. In addition, Massasoit provides non-credit workforce development certificates, corporate training opportunities, adult basic education, and personal enrichment courses. Each year, the College welcomes a diverse body of new and returning students, including high school students seeking to earn college credit through dual enrollment partnerships.

More than half of Massasoit's students identify as students of color, and more than half are first generation to attend college. Approximately 700 students annually earn an associate degree or certificate, advancing their educational and career goals.

Located in Brockton, Massachusetts - a vibrant and diverse city of approximately 105,000 residents
- Massasoit's main campus reflects and celebrates the community it serves. The College also operates a campus in Canton, a satellite location in Middleborough, and serves students from more than 45 cities and towns across southeastern Massachusetts.

The Administrative Assistant I reports to the Executive Director of Grants and provides administrative support for the Grants Department's pre-award and post-award activities. Under general supervision and established College and funder procedures, the position assists with grant budgets, purchasing, proposals, reporting, electronic submissions, records management, and departmental operations. The position exchanges information and coordinates routine administrative activities with faculty, staff, project directors, the Business Office, vendors, funding agencies, and external partners.

Responsibilities and Duties:

• Provide administrative support to the Executive Director of Grants, regarding routine grant forms, purchasing documentation, submission requirements, deadlines, meetings, and other grant-related administrative processes.
• Assist with the preparation of grant budgets and budget amendments under the direction of the Executive Director of Grants.
• Maintain Grants Department resources, forms, calendars, procedures, announcements, and portal information; assist with distributing grant opportunities, resources, and deadline reminders to the College community.
• Perform general administrative duties necessary to support the Grants Department and apply the Commonwealth's Equity Agenda and related best practices throughout assigned responsibilities.
• Maintain and track Grants Department budget and budgets of funded grants; reconcile expenditures using College systems, spreadsheets, and Business Office reports.
• Process and track grant-related purchase requests, purchase orders, and other financial records.
• Maintain calendars and tracking systems for grant proposals, awards, reports, renewals, amendments, budgets, contracts, purchases, meetings, and other deadlines; provide reminders and follow up on outstanding documentation and approvals.
• Organize grant application and reporting materials; review documents for completeness, formatting, signatures, and established submission requirements.
• Route contracts, memoranda of agreement, and other documents for institutional review and signature; track approvals and maintain appropriate records.
• Create and maintain electronic grant files, databases, spreadsheets, and tracking in accordance with departmental procedures, funder requirements, and record-retention expectations.
• Assist with monitoring proposal status, grant expenditures, purchases, reporting deadlines, and outstanding documentation, and with maintaining and improving departmental administrative procedures and processes.
• Perform other duties as assigned.

Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in office management, office administration, business administration, or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration, or program management, (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. An Associate's or higher degree with a major in business administration,…