Grants & Special Projects Assistant

Job description

Grants & Special Projects Assistant

North Orange County Community College District

Position Number: 2015437P

Location: North Orange Continuing Education - North Orange County Regional Consortium for Adult Education (NOCRC)

Department: NOCRC AEP Office Administration

Percentage of Employment: 100%

Months of Employment: 12 Months Per Year

Work Schedule: Depending on start date, position may require that you work remotely Monday - Friday, 8:00 am - 5:00 pm (Schedule and shift are subject to change in accordance with department needs.)

Job Description:
Performs advanced administrative duties independently related to the development of grant proposals; reads and interprets funding agency's proposal requirements to assist in proper grant development and implementation; review contracts for compliance with funding agencies requirements. Greets visitors and directs to appropriate personnel; initiates and answers telephone calls; screens and directs calls; receives opens, prioritizes, and routes mail.

Assists with the coordination and preparation of grant proposals in accordance with specified guidelines and deadlines; prepares and compiles grant budget, data compilation, and reporting; summaries and budget detail forms; prepares board agenda items pertaining to grants, specifically funded programs and contracts.

Plans, organizes and attends meetings; maintains calendar of activities, events and special meetings; schedules appointments and meetings; prepares meeting agenda and materials as required; takes, transcribes and distributes minutes.

Assists in the compilation and preparation of program budgets, data, and reports; reviews expenditures and budget transfers for compliance with funding agency requirements; approves expenditures within established guidelines; calculates and submits time sheets; responds to inquiries regarding grant, financial data, or reporting issues; prepares and maintains a variety of spreadsheets.

Maintains a variety of files and complex records related to grants and specially funded programs and projects.

Composes and prepares correspondence independently; formats presentations and reports; develops and revises schedules and forms; compiles and prepares complex and difficult statistical and narrative reports from a variety of sources.

Orders supplies and equipment, and prepares purchase requisitions; tracks orders to assure delivery and payment.

Trains and provides work direction and guidance to others as directed related to grants and assigned projects. Serves as primary contact related to expenditures, data, and reporting of assigned projects and grants.

Learns and applies emerging technologies and advances as necessary to perform duties in an efficient, organized, and timely manner.

Participate in District/College efforts to increase the diversity of faculty and staff and to address student achievement gaps; active assistance in the creation of a welcoming and inclusive work and educational environment; attend and participate in diversity, equity and inclusion trainings and events.

Performs related duties as assigned.

Primary Purpose:

This position is responsible for performing a wide variety of comprehensive, complex, and specialized administrative duties to support various functions related to grants and specially funded projects and managing office functions to assure efficient operations. This position requires specialized knowledge in the area of grant development and management.

Working Relationships:
The Grants and Special Projects Assistant maintains frequent contact with various District departments and personnel, faculty, students and the public.

Knowledge, Skills, and Abilities:
Knowledge of District organization, operations, policies and objectives

Knowledge of applicable sections of State Education Code and other applicable laws

Knowledge of organization, policies, and rules of assigned department or program

Knowledge of modern office practices, procedures and equipment

Knowledge of record-keeping techniques

Knowledge of basic bookkeeping procedures

Knowledge of correct English usage, grammar, spelling, punctuation, and vocabulary

Knowledge of various computer software applications

Ability to interpret, apply and explain rules, regulations, policies and procedures

Ability to make arithmetic calculations quickly and accurately

Ability to type at 55 wpm from clear copy

Ability to operate a variety of office equipment such as calculator, computer, copier, etc.

Ability to analyze situations accurately and adopt an effective course of action

Ability to plan, organize and prioritize work

Ability to work independently with little direction

Ability to complete work efficiently with many interruptions

Ability to understand and follow oral and written directions

Ability to communicate effectively, both orally and in writing

Ability to understand scope of authority in making independent decisions

Ability to review situations accurately and determine appropriate action according to established guidelines

Ability to establish and maintain effective working relationships with others

Special Requirements:
Coursework must be verifiable on a legible transcript.

Minimum Qualifications:
High school diploma or GED

Minimum four years (4) years of increasingly responsible administrative experience; may be supplemented by applicable college courses.

Commitment to diversity. All applicants must have demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff. The applicant must be able to demonstrate how their experience with these factors relates to successfully achieving the goals of the position.

Desirable Qualifications:
Prior experience in approaching work and interactions with colleagues and/or students in an equity minded manner. Ability to provide an inclusive and welcoming work/educational environment.

Demonstrated knowledge and understanding of the barriers faced by immigrant and first generation students.

Experience in organizing, tracking, and managing grants and resource development using technology.

Experience with data entry, analysis, and reporting to ensure accuracy.

Experience using Excel software (or similar) to store data and create and maintain spreadsheets.

Experience preparing and tracking grant funded budgets following state or federal regulations.

Working Conditions:
College or District office environment; subject to constant interruptions and frequent interaction with others; sitting for long periods at a time (up to 2-3 hours); repetitive use of upper extremities including hand coordination activities.

Salary Range: $4,866 - $5,905 Per Month

Number of Vacancies: 1

Posting Number: 2015437P

Open Date: 01/04/2021

Close Date: 1/19/2021

Special Instructions Summary: Special COVID 19 Notice: In-person interviews are suspended at this time and will be replaced by interviews in a virtual format. Thank you for your continued interest in working at North Orange County Community College District.

This position is grant funded and exists based on the availability of funds. Employment is contingent upon the continuous availability of funds.

This is a classified position subject to a one-year probationary period. Initial salary placement will be determined by the Office of Human Resources in accordance with Board Policy and is not negotiable. The applicant selected for the position will be required to provide identification and employment eligibility as outlined in the Immigration Reform and Control Act. NOCCCD will not sponsor any visa applications.

The District may choose to fill one or more positions from this recruitment within the same fiscal year or 8 months, whichever is longer.

To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. For questions which may not apply, indicate “N/A” (not applicable). Do not use terms such as “see resume” or “see attached”.

The minimum required number of references for this position is three (3) and will be requested at the finalist and/or offer of employment phase of the hiring process.

All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. Possession of the minimum qualifications does not ensure an interview.

Minimum Qualifications - Experience: One year of experience is equivalent to 12 months of experience at a maximum of 40 hours per week (full time). Applicable part-time experience will be converted to the full-time equivalent for the sole purpose of meeting the experience minimum qualification.

Minimum Qualifications - Education: 24 units are equal to one year of education. As applicable, education must be from a regionally accredited institution and verifiable on a legible unofficial transcript.

Reasonable accommodations for applicants with disabilities may be requested by calling (714) 808-4810 at least three business days in advance of the scheduled examination/interview date.

Evaluations of foreign degrees and/or coursework are required. See our website at for information regarding evaluation of foreign degrees.

To apply, visit:

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Job No:
Posted: 1/5/2021
Application Due: 1/20/2021
Work Type: Full Time