Description

Position Function:

Provides administrative support for the pre-award and post-award activities of the Grants and Contracts Team

Requirements:

Education: Bachelor’s degree from an accredited institution, or high school diploma and three years of relevant professional experience

Experience: At least one year of professional experience preparing and managing complex electronic documents (such as funding proposals or legal documents) and customer service in a professional office

Functional Requirements: 

• Mission-driven
• Outstanding interpersonal skills
• Self-starter in a cross-trained, interdependent team
• High professional standards 
• Intermediate level ability in electronic document preparation, management and presentation using Microsoft Word
• Basic level ability in Excel, PowerPoint and Adobe Pro. Adobe InDesign desired but not required. Required to learn Adobe InDesign and use frequently.
• Thorough, well-organized, productive, flexible, detail-oriented and skilled in customer service
• Able to quickly and accurately gather data for proposals, reports or other work product from multiple sources (internal and external)
• Able to prioritize multiple tasks simultaneously
• Timely in work and meets all deadlines
• Excellent verbal and written communication skills and professional office skills

Working Conditions:

Standard office conditions

Exposure to Confidential Information:

Maintains confidentiality and follows policies and procedures related to personnel and client records and confidential employee information required for grants and contracts

Key Expectations/Responsibilities:

Overall Responsibilities:

• Calendars meetings in Outlook or Teams and includes meeting materials
• Prepares meeting rooms for in-person meetings with meeting materials
• Takes meeting notes for recurring meetings (FAYS Monthly Meeting, Monthly RHY Meeting, for example) using a template and saves on the G drive
• Takes meeting notes at Entry and Exit Conferences for monitoring and at other meetings when team members request
• Saves all documents as soon as team receives them in their correct location on the G or P drive 
• Ensures the completeness and accuracy of all electronic files on an ongoing basis and completes electronic filing weekly
• Maintains the Public Grants and Contracts Spreadsheet on the G drive, updating it weekly
• Updates the Public Grants and Contracts Spreadsheet on the P drive as needed
• Maintains the team white board and updates it each time the team has a new deadline
• Maintains the spreadsheet of all tasks and deadlines of the Grants and Contracts Team on the G drive, updating it weekly
• Contributes content to the P drive folders to assist programs and other departments
• Maintains professional attitude in all interactions with internal and external customers

Pre-Award Responsibilities:

• Serves as the overall Document Manager for funding proposals. Downloads and organizes funding opportunity documents to ensure that team is responding to most recent application version (checks for addenda daily, saves and shares with team)
• As Document Manager, if not in the funding opportunity document, downloads all required blank documents, forms and/or templates the funding opportunity requires and organizes them
• Using the Task and Deadline List document or other schedule provided by the Director or other team member, sends funding proposal Task and Deadline List Outlook calendar appointments and copies G&C Team members
• As Document Manager for pre-award documents (funding proposals), saves documents to the G drive and maintains their order
• Gathers data for proposals as requested and makes figures for proposals
• As Document Manager, knows all funding proposal rules for documents and completes all proposal document formatting to maximize pages and create the most professional presentation. Completes all pagination, cover sheets (as needed), table of contents and document presentation quality control
• Submits funding proposals and verifies their receipt

Post-Award Responsibilities:

• As requested by other team members, submits acknowledgement letters for funding awards
• As requested by other team members, completes documents required by funding awards, such as forms, prepares documents for signature including contracts or grant agreements, submits to external customers and verifies their receipt
• Creates and maintains electronic files for each funding award containing all pre- and post-award documentation in an organized, standardized format and saves to G drive 
• Creates P drive folders and content and redacts as needed
• Manages wet signature filing as it happens
• As requested by the Team Lead, compiles award packages for grant and contract awards at award, saves to G and P drive and links in the Public Grants and Contracts Spreadsheets
• As requested by other team members, shares internal programmatic post-award deadlines using Outlook calendar appointments
• Assists with post-award reporting and submits reports
• Develops or maintains tools for programs to manage their outputs and outcomes
• Assists other team members in preparing the agency for grant and contract monitoring and supporting monitoring
• Organizes items that the monitor could not locate during the three-day period immediately after the monitoring, develops a table and queues those items and correlates them with the table. Organizes monitoring evidence submitted for any Disagreement Letter or for Corrective Action Plan or Quality Improvement Planning or other processes and assists other team members with ongoing monitoring documentation

Requirements

Requirements: 

Education: Bachelor’s degree from an accredited institution, or high school diploma and three years of relevant professional experience

Experience: At least one year of professional experience preparing and managing complex electronic documents (such as funding proposals or legal documents) and customer service in a professional office