Post-Award Grants Coordinator

Under the direction of the institutional Grants Development Director, the Post-Award Grants Coordinator is responsible for ensuring compliance with sponsored agency programmatic policies, guidelines, rules and regulations. The position provides technical assistance and support for grant-funded programs, facilitates grant post-award processes and monitors post-award grant compliance. Responsible for ensuring compliance regulations with sponsors are met as well as timely and accurate reporting. Staying up to date with federal and state regulations, legislation, and current trends in the research community. Assist with internal evaluations of grant progress and outcomes. Disseminates information related to awards and contract fulfillment activities and supports reporting activities. Assists with planning and writing grant proposals.

Chemeketa is a proud Hispanic-Serving Institution that aspires to be an inclusive environment where we honor and value the unique contributions of our diverse students, employees, and community. We seek to foster cultural competence and pursue equitable solutions that support all students in achieving their educational goals. If you are interested in joining the work of the college to pursue a supportive and inclusive culture, we encourage you to apply.

When applying for this position, please attach the electronic documents listed below. Failure to do so will result in your application being rejected as an incomplete application. Any documents you provide that are not listed will not been seen by the Search Committee.

• Unofficial Transcripts - An electronic copy of your academic transcript(s) from an accredited institution which clearly indicate the degree awarded, and any other applicable information, must be attached with your application if you would like it considered as part of your eligibility for the position. Any applicants who earned academic credentials from outside of the United States and wish to use those credits for consideration must also upload an evaluation of college credit earned at the non-U.S. institution.

Program Development

• Establishes and modifies post award processes for grant compliance in accordance with grant guidelines and best practices.

• Identify and coordinate training needs for PI/PDs in grant management. 

• Develops and facilitates quarterly meetings with PI/PDs to provide training and compliance updates.

• Drafts and updates post award templates and policies. 

• Develop and updates the Chemeketa Grant Handbook with policies, procedures, and compliance regulations.

• Develop and monitor records and databases related to compliance monitoring, training and recordkeeping.

• Facilitates workshops for and provides technical assistance to college staff, faculty, administrators, and teams. Develops training materials.

• Develops data collection systems

• Establishes calendar of reporting and closeout reminders for sponsored programs, reminds principal investigators/project directors (PI/PD) of reporting deadlines

• Acts as the compliance point of contact for all assigned projects and provides training, develops training materials, guidance and advice to program staff on compliance issues and questions.

• Researches and reviews federal, state, local, industry regulations and standards to develop required plans related to post award grant projects. 

• Reviews and ensures Chemeketa grant processes are compliant with federal, state and college guidelines.

Program Support

• Facilitates awarded grant administration activities and ensures timelines are met. Disseminates relevant information to Chemeketa staff, faculty, and administrators.

• Facilitates grant orientation for new principal investigators, project directors and deans on policies, forms and procedures required for sponsored projects.

• Acts as a liaison with IRR for setting up data collection and reporting plan.

• Interprets and ensures compliance with agency rules, regulations, guidelines, etc. Assists principal investigator/program director in award compliance.

• Assists with grant orientation for new principal investigators/project directors and deans on policies, forms, and procedures required for sponsored projects.

• Assists with the preparation of funding agency reports, in conjunction with the principal investigator/program director and/or Contracts and Grants Accounting.

• Acts as a Grants Office liaison for awarded grants to community organizations, government agencies, funding agencies, and Chemeketa teams.

• Reviews and prepares information and reports for internal and external stakeholders. Revises and organizes grant documents written by other staff and faculty.

• Prepares material for audits, and conducts audits on internal processes as needed.

• Informs principal investigators/project directors of any compliance issues regarding grantor agency regulations, and disallowances with their program. Assists in correcting discrepancies and monitors corrective actions

• Works as a team with other Grants Office staff in performing grants office activities and assists the college with maintaining external funding

• Assists with planning and writing grant proposals

• Assists with non-competing continuation applications

• Vets all issues outside of standard policies and procedures with Contracts and Grants Accounting and the Grants Director

• Performs document closeout of awarded projects

• Maintains necessary records, files, reports, databases, and resource materials pertinent to Grants Office activities

• Supports Chemeketa Institutional Research Boar

• Maintain funding agreement records necessary to Grant Administration and reporting.

• Regular reviews for changes in funding agency guidelines and policies in support of PI/PDs.

• Meet with PI/PDs to review and confirm appropriate expenses allocation, identify remaining available grant funds and spending deadlines. 

• Provide appropriate Chemeketa policies and procedures to funders as requested or necessary.

• Assist PI/PDs with processes related to Human Resources, Payroll, and Institutional Research and Reporting. 

• Provides updates and creates compliance reporting recommendations to PI/PDs.

Institutional Expectations

• Embraces diversity and actively collaborates effectively with a variety of students, staff and the public from diverse cultural, social, economic and educational backgrounds
• Participates in recruitment and retention of students at an individual and institutional level in promotion of student success
• Embraces, understands and uses appropriate technology tools to accomplish job functions
• Provides high quality, effective service to internal and external customers through continuous improvement and adoption of lean office practices

Your application will be scored based on the minimum qualifications, core competencies, and preferred qualifications listed below. If you are unsure whether you meet all of the qualifications , we encourage you to apply and address through your application materials all of the relevant education, transferable skills, and related experience that makes you a great candidate for this position. The information provided on your application will be used to determine step placement upon hire. Please ensure you include all information on your application which you wish to be considered.

Minimum Qualifications:

This level requires an equivalency of six (6) years of full-time work experience related to the essential functions and duties of the position listed above.

A Bachelor’s Degree in Business Administration, Management, Public Administration or a related field.

Note: No substitutions will be made for one (1) year of full-time work experience.

Core Competencies:

Knowledge of:

• Grants and other external funding sources

• Effective project management techniques

• Educational institutions and policies and procedures

• Post-award compliance best practices

Skill in:

• Designing, writing, and editing complex grant documents including reports

• Using and modifying budget tracking spreadsheets in combination with institutional financial database

• Operating a computer and various supporting software packages

• Leading and motivating staff who work for other managers

• Bicultural/multicultural skills sufficient to select appropriate behaviors, values and attitudes within different cultures during interactions with others

Ability to:

• Read, comprehend, interpret, and apply government regulations and proposal guidelines

• Explain policies and procedures/rules and regulations in a clear and non-threatening manner

• Facilitate meetings and coordinate the work of teams

• Work both independently and as part of a team

• Manage and prioritize projects effectively to meet office and proposal deadlines

• Work effectively with diverse academic, cultural, and ethnic backgrounds of community college students and staff

• Communicate effectively in oral and written form

Preferred Qualifications:

• Two (2) years of working experience providing Project Management training or related experience.

• Master’s Degree in Business Administration, Management, Public Administration or a related field.

SCHEDULE & MODALITY

• This is a 100%, 12-month classified assignment at pay grade 18
• This position has a 6-month probationary period
• All positions at Chemeketa are required to be available for work onsite as requested by the college.
• Requires flexible work schedule to meet program needs, which may include evenings and/or weekends
• This position may require the use of your personal vehicle for transportation between campus locations
• If requested, requires the provision of official transcripts upon hire
• Employees must maintain Oregon, Washington or Idaho residency as a condition of employment.
• Successful applicants for designated positions must successfully pass a background inquiry, which may include criminal, driving, credit and full background checks. Only information relevant to the position will be considered. An individual with negative information on their background inquiry will not necessarily be denied employment. 
• Providing false information will result in rejection of an application, employment offer or dismissal

PHYSICAL REQUIREMENTS 

Sedentary Work:  Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary requirements are met.

VETERANS' PREFERENCE

Applicants are eligible to use Veterans' Preference when applying with Chemeketa Community College in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Preference will be given only if the applicant meets the minimum criteria of the position and electronically attach the required documentation at the time of application.

For information regarding Veterans' Preference qualifications, visit http://www.oregonjobs.org/DAS/STJOBS/vetpoints.shtmlq

DOCUMENTS REQUIRED FOR VETERANS' PREFERENCE 

• One of the following:
  • MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) -OR-
  • Letter from the US Dept. of Veterans Affairs indicating receipt of a non-service connected pension -OR-
  • Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate
• In addition to one of the above documents, Disabled Veterans must also submit one of the following:
  • A copy of their Veterans disability preference letter from the Department of Veterans Affairs -OR-
  • Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

You can request copies of your military service record through the National Archives website at http://www.archives.gov/veterans/military-service-records/ 

*Please Note: As part of the first round of screening, the committee will conduct an anonymous review of the application materials and will not be able to view any personally identifiable information. Please be sure that your application is complete and thoroughly depicts how you meet the minimum qualifications, core competencies and preferred qualifications. Required documents must be provided at the time of application. Any applications which do not have the required documents attached will be considered incomplete. Incomplete applications will not be considered. Chemeketa makes employment decisions based solely on the candidate's demonstrated competencies as related to successful performance in the position.  

PUBLIC SERVICE LOAN FORGIVENESS

Chemeketa Community College is considered a qualifying public employer for the purposes of the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness program, full-time employees working at the College may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions regarding your loan eligibility should be directed to your loan servicer or to the US Department of Education.

LEGAL COMPLIANCE

Chemeketa Community College prohibits unlawful discrimination based on the following:

Under College policies, equal opportunity for employment, admission, and participation in the College’s programs, services, and activities will be extended to all persons, and the College will promote equal opportunity and treatment through application of its policies and other College efforts designed for that purpose. 

504/ADA Coordinator for Students

For concerns, inquiries or complaints regarding student disability accessibility and accommodations, please contact Karen Alexander, Director of Student Accessibility and Testing Services. Ph: 503.399.5276

Section 504/ADA Coordinator for Employees 

For concerns, inquiries or complaints regarding employee disability accessibility and accommodations, please contact Alice Sprague, Vice President of Governance & Administration. Ph: 503.399.2537

Persons having questions or concerns about Title IX, which includes gender-based discrimination, sexual harassment, sexual violence, gender-based violence, and stalking, please contact the Title IX coordinator, Jon Mathis. Ph: 503.584.7323, Located at 4000 Lancaster Dr. NE, Salem, OR 97305, You can find additional information at http://go.chemeketa.edu/titleix. 

All persons having questions or concerns related to Equal Employment Opportunity or Affirmative Action should contact the Affirmative Action Officer at 503.399.2537, 4000 Lancaster Dr. NE, Salem OR 97305.  

Individuals may also contact the U.S. Department of Education, Office for Civil Rights (OCR), 810 3rd Avenue #750, Seattle, WA 98104, 206.607.1600. 

To request this publication in an alternative format, please call 503.399.5192. For language access please call 503.399.2537 or email alice.sprague@chemeketa.edu.

Salary : $5,856 - $6,957