Job Description

Posting number: TEMP-AAGS

Department: Division of Financial Services

Division: Budget Office

Job classification: Administrative Assistant/Grant Specialist TEMP

Posting type: Open

Categories: Administrative Assistant, Clerical & Data Entry, Customer Service, Records Management, Grants Administration, Business, Office and Administrative Support

Summary

The College of Southern Maryland is accepting applications for a temporary part-time Administrative Assistant/Grant Specialist. The individual in this position provides administrative support to the Director of Grants Development throughout the grant-development lifecycle.

Reports to: Director of Grant Development

Work Schedule: M-F; 5 hours per day.

Position is open until filled.

Examples of duties

ESSENTIAL JOB FUNCTIONS

• Maintains the Grants Office grant opportunity pipeline, including funding opportunities identified for further review.
• Track funding opportunities, primarily private funding opportunities.
• Assists with monitoring grant calendars and deadlines and provides timely reminders regarding letters of intent, concept papers, internal approvals, proposal submissions, reports, and other grant-related deliverables.
• Supports the Grants Office in preparing materials for leadership review, including grant summaries, funding opportunity briefs, proposal status reports, and decision materials.
• Track reporting and administrative deadlines.
• Assist with documentation for monitoring and audits.
• Coordinate information requests among the Grants Office, project teams, and College offices.
• Schedule opportunity review meetings.
• Maintains office supplies, equipment, forms, and administrative resources for the Grants Office.
• Supports the preparation of presentations, spreadsheets, charts, and other materials
• Data tracking: Compile data pre-and post-award.
• Assists with purchasing, travel, meeting, and other administrative arrangements related to Grants Office activities, as appropriate.
• Serves as a primary administrative contact for the Grants Office.
• Schedules meetings involving the Director of Grants Development, faculty, staff, administrators, external partners, and grant sponsors as appropriate.
• Coordinates meeting logistics, agendas, supporting materials, virtual meeting links, rooms, and follow-up documentation.
• Drafts routine correspondence, meeting invitations, reminders, and follow-up communications.
• Assists with communications regarding grant opportunities, deadlines, proposal development activities, and required documentation.
• Prepares meeting notes and maintains action-item tracking when requested.

Qualifications

High School Diploma

1 year of of grant research/knowledge is preferred.

Supplemental information

Knowledge, Skills and Abilities:

• Proficiency in Microsoft Office Suite programs, internet, email, and scheduling tools.
• Accuracy and attention to detail are required.
• Excellent communication, interpersonal, and organizational skills.
• Must be able to work independently.

Physical Requirements

The work is light work which requires exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force to move objects.