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Grants Specialist

Full Time
  • Full Time
  • Bend, OR
  • $23.81-$24.77/hr. USD / Year
  • Salary: $23.81-$24.77/hr.

Website Central Oregon Community College

Primary Purpose

The Grants Specialist position is responsible for supporting College departments in their implementation of grants, including financial and accounting services, and grant functions for the office of College Advancement.

Essential Duties and Responsibilities

  • With direction from the Grants Manager, work with the Office of Fiscal Services and individual grants recipients to monitor current grant activity, goals progress, reporting, compliance with grant regulations, and budget.
  • Assist with grant implementation and closeout functions including status reports and performance/program reporting.
  • Create standardized policies and processes and support grant recipients throughout the duration of the grant, including compliance with grant regulations, reporting and data analytics, budget, marketing, financial aid, grant close out and other required processes.
  • Use multiple web based institutional/funder systems to enter, upload, or download authorized data/information.
  • Assist with conducting research, compiling numeric or other data, and preparing reports of findings to ensure prospective grants meet institutional guidelines and process requirements including signature(s).
  • Assist with reviewing new proposals for content, accuracy, and completeness including attachments and supplemental requirements.
  • Lead staff and faculty grant support meetings, including preparing agendas, taking notes and sending task reminders to stakeholders.
  • Regularly communicate with funders, COCC staff, vendors, and the general public as needed to support existing partnerships.
Reports and Data Analysis:
  • Coordinate regular budget reports for grant recipients, Grants Manager, Fiscal Services and other stakeholders, including institutional leadership.
  • Assist with accounts payable/disbursements, accounts receivables/cash receipts, and fixed assets.
  • Respond to surveys and financial information requests from public and private national organizations, grant agencies, and other grant-related organizations.
  • Generate and provide regular reports on grant fund balances to project managers.
  • Work with Institutional Effectiveness to develop assessment dashboards associated with each grant. Regularly work with principal investigators to analyze data, prepare required grant reports, and communicate key achievements with the College.
  • Work with the College’s various databases and technology-based systems to set up and maintain records, perform data entry, and generate periodic or special management reports.
  • Track reporting deadlines to ensure timely submission. Gather data and information pertaining to grants and special projects. Support Grants Manager in completion of reporting as needed.

Knowledge, Skills and Abilities

Individuals must possess these knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the duties and responsibilities of the job, with or without reasonable accommodation, using some other combination of skills and abilities. The individual is expected to follow College work rules and policies.
  • Ability to communicate effectively (both orally and in writing), using the English language, with or without the use of an interpreter.
  • Ability to work collaboratively across the institution to bring together a wide range of constituents towards a common goal.
  • Ability to build teams across different departments and reporting structures
  • Ability to work with a diverse range of constituents including community leaders, COCC Foundation and COCC board members, volunteers, students, College and Foundation staff, committees and organizations external to the College.
  • Possess demonstrated experience in time sensitive multi-tasking to set and adjust fast-changing priorities in an organized manner.
  • Ability to assist with office workflow and assign work to others based on office needs.
  • Ability to produce accurate written materials that are proofed/edited for grammatical and spelling errors.
  • Ability to maintain the confidentiality of sensitive and confidential information obtained through the course of completing assignments.
  • Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.
  • Proficient in the use of the computer with expertise in MS Word, PowerPoint, and Excel.
  • Ability to demonstrate essential job functions outlined above.

Ergonomic Requirements

Regular office hours are established between 8 am – 5 pm during the workweek. A flexible work schedule, including occasional nights and weekends, may be necessary due to the nature of the responsibilities.
Incumbent must be able to function effectively indoors in an office environment engaged in work of primarily a sedentary nature. Requires the ability to work at a workstation for extended periods. Requires to write, read written materials and computer screens, and ability to use telephonic conversations. Occasional lifting up to 25lbs. All individuals are required to perform essential functions with or without reasonable accommodation.

Minimum Requirements

  • Associates degree in a field that prepares applicant for essential job duties.
  • Two years of progressively responsible project coordination/management experience with knowledge of budget, reporting, and data analysis.
  • Two years of working on projects and/or tasks that require attention to detail, accuracy, and adherence to strict deadlines.

Equivalency Statement

The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify by responding to the supplemental question presented during the application process.
All employees are required to successfully complete and pass a background screen, which includes a criminal history check.

Preferred Qualifications

  • Bachelor’s degree in a field that prepares applicant for essential job duties.
  • Experience in a grants/fundraising/nonprofit office environment.
  • Experience working in a fast-paced office environment supporting multiple stakeholders.

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