What are the responsibilities and job description for the Grant Coordinator position at Pennsylvania College of Technology?
The Grant Coordinator is responsible for coordinating the implementation, tracking, and evaluation of Workforce Development grants and sponsored program agreements, with a focus on compliance, fiscal oversight, and performance outcomes. Working in collaboration with Workforce Development leadership, including direct coordination with the Executive Director of grant-related operations and team members, and the College Relations grants team, this role supports grant planning, budget monitoring, reporting, and documentation to meet all federal, state, and sponsor requirements. The position also supports the management and integrity of program data, including pre-apprenticeship and apprenticeship activities. Strong writing, data analysis, and project coordination skills are essential.
Benefits include medical and dental insurances, retirement plans, paid time off, educational benefits for employees and dependents at Penn College and Penn State University, and more. For additional information, click here.
EDUCATION
This is not a complete itemization of all facets of this position. This job description is not an employment agreement or contract. The College has the exclusive right to alter this job description at any time without prior notice.
Penn College is committed to equal opportunity and the diversity of its workforce.
L4354
Benefits include medical and dental insurances, retirement plans, paid time off, educational benefits for employees and dependents at Penn College and Penn State University, and more. For additional information, click here.
EDUCATION
- Bachelor's Degree in a related field or an equivalent combination of education, training, and work experience. Required
- Valid and in State Driver's License. Required
- Three (3) years of work experience in a project or program coordination environment. Required
- Demonstrated ability to manage data collection and reporting across multiple and multi-state grant-funded programs. Required
- Experience in statistical reporting, financial tracking, and/or contract or grant fiscal administration. Required
- Demonstrated ability to compile, analyze, and synthesize information into clear, accurate, and well-organized written summaries and reports. Required
- Experience preparing reports or documentation for external stakeholders, such as funding agencies or auditors. Preferred
- Superior interpersonal skills necessary to effectively and courteously work closely with people of diverse cultural backgrounds, working with team members, students, faculty, administrators, and the public. Required
- Superior oral and written communication skills to facilitate correspondence with other staff, clients, and third-party entities, online and in-person meetings, and presentations. Required
- Positive work attitude, ability to motivate others, and commitment to customer service, results orientation, teamwork and collaboration. Required
- Demonstrated superior ability to successfully deal with a variety of assignments simultaneously to manage multiple priorities and prioritize work based on changing needs. Required
- Ability to handle scheduling coordination for multiple programs and personnel. Required
- Demonstrated superior organizational and project management skills. Required
- Ability to develop original solutions and strategies to achieve short and long-term objectives that are responsive to changing conditions and emerging opportunities. Required
- Demonstrated ability to consistently follow all College and department procedures and organizational policies, procedures and operations. Required
- Financial management skills. Required
- Demonstrated ability to work with limited supervision, including anticipating and resolving routine and more complex problems and operational difficulties with accuracy and composure, and proactively recommending strategies for prevention. Required
- Analytic ability to handle administrative details with limited supervision and little verification where errors are likely to have a substantial impact on customer service, organizational goals or finances. Required
- Solid knowledge of course development processes and at least one Learning Management System. Preferred
- Demonstrated superior computer skills including MS Office applications, web-based video conferencing platforms such as Teams and Zoom, databases, and information sharing in an electronic network environment. Required
- Grant Coordination and Compliance
- Lead the coordination and day-to-day administration of one or more grants or sponsored funding agreements, ensuring alignment with approved scopes of work, timelines, and deliverables.
- Monitor program activities for compliance with federal, state, institutional, and sponsor requirements; identify risks or variances and escalate as appropriate.
- Maintain complete, accurate, and audit-ready grant files, including programmatic and financial documentation.
- Coordinate the preparation and submission of grant reports, including programmatic updates, outcome data, and supporting documentation.
- Support the development and implementation of grant-related policies, procedures, and internal controls to ensure effective and compliant program operations.
- Coordinate closely with the Workforce Development grant-related Executive Director and team to ensure alignment of grant activities, compliance practices, reporting standards, and documentation across a centralized grant function.
- Budget and Financial Coordination
- Assist in the development, tracking, and monitoring of grant budgets to ensure proper allocation and use of funds.
- Coordinate financial administration activities, including processing expenditure requests, tracking encumbrances, and supporting budget modifications.
- Monitor expenses against approved budgets; identify discrepancies and work with leadership, including the Executive Director and grant team, to support corrective actions.
- Coordinate invoicing, reimbursement requests, and payment tracking with internal offices and funding agencies to ensure timeliness and accuracy.
- Support documentation and tracking of subcontractor and vendor expenditures, contracts, and purchase orders.
- Data Management, Reporting & Evaluation
- Coordinate the collection, validation, and reporting of program and participant data to ensure accuracy and alignment with grant requirements.
- Track performance metrics and outcomes; assist in developing summaries, dashboards, and reports that demonstrate program effectiveness.
- Maintain systems for tracking grant deliverables, reporting deadlines, and key milestones.
- Support the development of reports, presentations, and communication materials for funders, stakeholders, and leadership.
- Collaborate with the Executive Director and grant team to support consistency and standardization of data collection, validation, and reporting processes across Workforce Development grant programs.
- Partnerships & Cross-Functional Collaboration
- Work cross-functionally with Workforce Development, including the Executive Director and grant-related team, as well as finance, marketing, and other departments to align grant activities and maximize program impact.
- Maintain strong working relationships with funders, employers, training partners, and internal stakeholders to support successful program implementation.
- Represent the department and institution in meetings, events, and professional engagements related to grant-funded activities.
- General & Administrative Support
- Assist in proposal development, including drafting narratives, compiling data, and supporting budget preparation.
- Maintain organized records, calendars, and tracking systems for grants, including deliverables, correspondence, and reporting schedules.
- Provide technical assistance and coordination support to program teams to ensure efficient implementation of grant activities.
- Support continuous improvement efforts by identifying opportunities to enhance processes, reporting accuracy, and program outcomes.
- Support the coordination and continuous improvement of centralized grant processes, tools, and workflows in collaboration with the Executive Director and Workforce Development grant team.
- Perform other duties as assigned in support of Workforce Development and grant-funded initiatives.
- Occasional light-duty physical work required for exhibitor booth and classroom setup/ break-down.
- Lifting not to exceed 25 lbs.
This is not a complete itemization of all facets of this position. This job description is not an employment agreement or contract. The College has the exclusive right to alter this job description at any time without prior notice.
Penn College is committed to equal opportunity and the diversity of its workforce.
L4354
Salary : $57,000 - $66,000