Business Office Student Assistant - Grants & Compliance - Roxbury Community College

Department: Business Office

Position Title: Business Office Student Assistant - Grants & Compliance

Position Level: Level II - Intermediate

Developmental Focus: Apply & Contribute

Wage Tier: Tier II

Economic Mobility Pathway: Pathway 3 - Business, Entrepreneurship & Professional Services

Placement Type: Learn & Earn

Location: On Campus - Business Office

Number of Positions: 2

Recommended Hours: Flexible based on academic commitments, Business Office needs, and Learn & Earn eligibility

Maximum Hours: 18.5 hours per week during the academic semester

Supervisor: Malcolm Mayfield, Administrative Services Manager

Position Summary

The Business Office Student Assistant - Grants & Compliance supports structured review, inventory, and centralization of grant records. Students help improve audit readiness by verifying documentation status, identifying gaps, and organizing records for permanent staff review and action.

Essential Responsibilities

• Confirm that folders exist for each active grant and contain required supporting documentation.
• Verify that grant contracts are loaded into ContractSafe.
• Assist with centralizing grant records in the Finance Operations SharePoint environment.
• Document what is on file and identify missing or incomplete documentation.
• Produce and maintain a clear gap report of outstanding grant-record items.
• Support development of a master grant inventory, including grant codes, principal investigator information, and documentation status.
• Escalate identified gaps and questions to permanent staff rather than independently resolving compliance issues.

Required Qualifications

• Must be a currently enrolled RCC student who meets Learn & Earn eligibility requirements.
• Must be in good academic and disciplinary standing.
• Interest in administrative, business, finance, grants, or operational processes.
• Ability to follow detailed instructions accurately and consistently.
• Collaborative approach to problem-solving and willingness to take direction.
• Ability to maintain confidentiality and appropriately handle sensitive financial, vendor, and grant information.
• Some prior administrative, business, finance, grants, compliance, or relevant coursework/experience may be preferred for this intermediate assignment.

Student Learning & Professional Development Outcomes

• Apply intermediate records-management and documentation-review practices.
• Gain experience with grant records, audit readiness, ContractSafe, SharePoint, and structured inventories.
• Identify and communicate documentation gaps accurately without exceeding the scope of the student role.
• Strengthen professional judgment, organization, technology, communication, and accountability.

Scope, Confidentiality & System Access

All work is preparatory in nature. Student employees gather, organize, document, and flag information for permanent staff review. Final reconciliation, processing, decisions, approvals, and submissions remain with permanent staff at all times. Students will be briefed on confidentiality requirements related to financial records, vendor information, and grant documentation and will receive only limited, supervised access to systems appropriate to their assigned workstream. Access will be revoked at the conclusion of the placement.

Funding & Scheduling Structure

2 placements are authorized through Learn & Earn. Students may work no more than 18.5 hours per week during the academic semester.

Supervision & Performance

The student reports to Malcolm Mayfield, Administrative Services Manager, or designated Business Office staff. Students receive role-specific training, regular supervision, feedback, and professional-development opportunities. Performance concerns will be addressed through RCC's progressive intervention process.

Advancement

Strong performers may become candidates for Level III Business Office project-lead, operational-documentation, workflow, or team-coordination opportunities when available.