Grants Associate

District Office
Jul 15, 2019
Institution Type
Community College
Duties and ResponsibilitiesThe City Colleges of Chicago (CCC) is made up of seven colleges, the largest community college system in Illinois and one of the largest nationally. We provide more than 80,000 students each year access to a quality, affordable education. CCC supports students in meeting their goals – whether that is pursuit of a credential to head into or advance in the workforce, an associate degree with the intention to transfer to a four-year college, free GED or ESL courses, or continuing education. CCC seeks candidates committed to our students’ success and offers a unique opportunity for faculty and staff to have a lasting impact in our students’ lives. Staff within the Grants Management Department of the Office of Institutional Advancement provide an overall support structure to assist faculty and staff across the district with grant management, grant writing, and resource development initiatives to include: funding source identification; proposal development and writing; budget development; proposal processing and submission; and facilitating the post-award grant process. 
Primary Objective: 
Reporting to the Director of Grants Management, the Grants Associate performs grant administration duties of a professional nature in support of City Colleges of Chicago’s (CCC) comprehensive Grant Program. Under general supervision, the Grants Associate performs a range of pre- and post- award grant activities including the organization, packaging, and submission of proposals to grantors and funding agencies, the set-up and maintenance of records for awarded grant funds in PeopleSoft Financials, and the maintenance of database records for the tracking and reporting of grants. Performs related duties as required. 
Duties and Responsibilities:
  • Assists supervisor in working with college administrators, program, finance, and operations departments to ensure that all pre- and post-award grant processes are followed and requirements are met. 
  • Serve as the first point of contact for grant-related inquiries from faculty, college administrators and other stakeholders.  
  • Assists in supporting faculty and staff on grant-related technology, processes and procedures. 
  • Complies components of each grant submission, ensuring that the proposal is formatted, packaged, and submitted in accordance with funder requirements. 
  • Coordinates proposal submission (electronic and hard copy) to grantors / funding agencies and performs required follow up to ensure proper procedures are followed and all requirements are met. 
  • Works with supervisor and staff in performing post-award activities to ensure that grant deliverables, grant narrative and budget reports, and all financial and administrative policies, procedures, and requirements are met. 
  • Assists in the review of grant awards and contract documents to determine compliance requirement including reporting, program and financial monitoring and other funding source requirements.  
  • Develops and maintains reference documentation, such as funderrequirements and forms, standard supporting attachments, and other pertinent materials. 
  • Maintains up-to-date and accurate electronic and hard copy records and files of grants, contracts, and correspondence using Excel database, PeopleSoft and related systems. 
  • Records and tracks grant related information. 
  •  Schedules and prepares agendas and materials for grant-related meetings. 
  • Works with project directors and staff in monitoring timelines to ensure timely and accurate programmatic reporting to grantors and procedural compliance of grants. 
  • Participates in developing audit processes and monitoring instruments to conduct audit reviews and evaluate programs to assess compliance with grant requirements. 
  • Assists in researching, identifying and vetting local, regional, and national grant opportunities. 
  • Maintains and updates grant related webpages and informational materials in collaboration with the Senior Advancement Communications Specialist. 
  • Participate in bi-weekly team meetings.  
  • Prepares reports summarizing status of grant proposal submissions, awarded grants, and progress towards goals and objectives.

  • A Bachelor’s degree from an accredited college or university in Finance, Accounting, Public Administration, or a related field 
  • One to two years of work experience in one or combination of following areas: public grant administration (pre and post award), grant writing, proposal development, or contract management. 
  • Demonstrated experience in developing and monitoring budgets using basic financial management tools 
  • Experience using databases including Microsoft Excel and Constituent Relationship Management (CRM) 
  • Proficiency in the use of Microsoft Office (Word, Excel, PowerPoint) 

Chicago residency is required for all full-time employees within 6 months of hire.We are an equal opportunity and affirmative action employer.Thank you for your interest in City Colleges of Chicago.

Job: Grants/Grant Operations
Primary Location: District Office
Job Posting: Jul 11, 2019, 1:27:16 PM

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