Position 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.
Specific Duties and Responsibilities
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.
Minimum Education and Training
High School Diploma
1 year of of grant research/knowledge is preferred.
Minimum Qualifications and Standards Required
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.
