Grant Specialist

San Marcos
Jul 13, 2017
Institution Type
Four-Year Institution

San Marcos, TX

Texas State University

Grant Specialist

Job Number: 2017382

Location: Austin

Department: Texas Justice Court Training Center

Recruitment Type: Open to All

Job Type: Full-Time

Monthly Salary: 4,000.00

Job Category: Exempt

Required Qualifications:
• ability to travel 50-75% away from home and work occasional nights and weekends as needed (applicant must acknowledge the travel requirement in their cover letter)
• experience in conference and/or event planning
• ability to work effectively and courteously with a diverse range of individuals
• effective communicator and troubleshooter
• professional manner and appearance when on duty
• proficiency with MS Office, word, excel and PowerPoint; audio visual and computer knowledge with skills to troubleshoot technology issues
• ability to develop and format publications
• high school or equivalent
• excellent customer service skills
• ability to work both independently and as a team
• must be detail-oriented and self starter
• ability to determine and meet deadlines
• ability to multi-task and highly organized
• establishing rapport with others
• communicate effectively both written and orally

Preferred Qualifications:
• Bachelor’s degree in a related field preferred
• Experience in using Publisher Software

Job Description:
Responsible for providing professional support to a grant by assisting with the preparation of statewide judicial education seminars according to the mandated judicial requirements and the Court of Criminal Appeal's guidelines. Responsible for pre and post conference coordinating aspect to ensure successful events. Responsible for providing support to Education Manager and legal team. POSITION IS LOCATED IN AUSTIN.

Job Duties:
Responsible for pre and post conference coordinating aspect to ensure successful events.
Generating bid sheets to send to hotels in accordance with university purchasing policies; negotiating and reviewing contracts with hotels for meetings, seminars and workshops; creating RFQs for seminars using SAP system and sending signed RFQs and backup documentation to purchasing; monitoring hotel contracts for each seminar (i.e. attendance numbers, room blocks and attrition deadlines); compiling meeting specifications into worksheets to include meeting and banquet room sets, food and beverage, and audio visual arrangements; coordinating with the hotel convention services manager; sending rooming lists to hotels by deadlines; creating monitor and class packets; working with vendors (collecting vendor fees, providing vendor tables, providing rooms for vendors if requested/available); and packing and shipping materials and equipment to hotel.

On-site: travel to seminar locations and assist with the administration of seminars/meetings/workshops. Duties include: unpacking seminar materials and equipment; attending pre-conference meeting with convention services manager; setting up and administering registration; working with hotel staff to ensure correct meeting room and food and beverage set-up; setting up audio visual equipment each day and breaking it down each afternoon; working with audio visual company to ensure correct set-up in meeting rooms; and monitoring banquet checks and room folios and reconciling hotel costs. Other duties include: assisting with monitoring participant class attendance; collecting course evaluations, certification sheets and seminar summaries; monitoring breakout classes as needed; introducing speakers and make announcements as needed; problem solving to ensure an enjoyable experience for attendees, staff, committee, and faculty. After the seminar: pack materials and audio visual equipment and coordinate with shipping company for pick-up. Responsible for creating accurate post-seminar reports by standards and deadlines set by the Court of Criminal Appeals.

Provide support to legal team and faculty to modify and enhance power-point presentations. Develop and write narratives for fliers, brochures, publication, and resources materials. “Proficient in creating, formatting, editing, and revising word and excel documents. Answer and route in-coming telephone calls as needed. Follow university policies with regards to travel and purchasing as well as sick, vacation and comp leave.

Any other job duties or responsibilities delegated or assigned by the Education Manager, Associate Director, or Executive Director.

Additional Information to Applicants:

Job Open Date: 07/12/2017

Job Close Date: 7/26/2017

Open Until Filled: No

Normal Work Days: Monday, Tuesday, Wednesday, Thursday, Friday

Normal Work Hours Start: 8:00AM

Normal Work Hours End: 5:00PM

Posting Notices:
Applicant must have a valid Texas Driver's License and be a driver in good standing with less than ten (10) points deducted for driving infractions as determined by the employer driving standards system., YOU WILL BE REQUIRED TO ELECTRONICALLY ATTACH A RESUME AND COVER LETTER TO YOUR APPLICATION.

Legal and Required Notices:
Texas State University, to the extent not in conflict with federal or state law, prohibits discrimination or harassment on the basis of race, color, national origin, age, sex, religion, disability, veterans’ status, sexual orientation, gender identity or expression.

Employment with Texas State University is contingent upon the outcome of record checks and verifications including criminal history, driving records, education records, employment verifications, reference checks, and employment eligibility verifications.

Texas State University is a tobacco-free campus. Smoking and the use of any tobacco product will not be allowed anywhere on Texas State property or in university owned or leased vehicles.

Texas State University is a member of the Texas State University System. Texas State University is an EOE.

Texas State is committed to increasing the number of women and minorities in administrative and professional positions.

For a detailed description of this position and to apply, visit or call (512) 245-2557 or visit our office at 601 University Dr., J.C. Kellam Bldg., Suite 340.

About Texas State and San Marcos:
Texas State University is a emerging research institution located in the burgeoning Austin-San Antonio corridor and in the beautiful Texas Hill Country. It is the largest of eight campuses in the Texas State University System and one of the 75 largest universities in the country, with over 38,000 students and approximately 4,000 faculty and staff

Texas State is located in San Marcos, a growing community of over 50,000 people located about half way between Austin and San Antonio. Texas State enjoys a setting that is unique among Texas universities. The beauty of the crystal-clear San Marcos River and the stately cypress and pecan trees on the campus add to the charm of the university's picturesque setting. Our location on the banks of the San Marcos River provides outdoor recreational activities throughout the year.

Employment with Texas State University is contingent upon a criminal history background check.

Texas State University is a tobacco free campus.

Texas State University is an EOE and a member of the Texas State University System.

Related links:
Apply Online at Texas State University
Texas State University main webpage
Summary of Benefits
Texas State University Human Resources
San Marcos, Texas Chamber of Commerce