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Grant Management Specialist [ID: 3487]
Position Filled Not Accepting Applications
Compensation: $46,226.34 Closed: Aug 17, 2018
Openings: 1 PeopleSoft ID: 10647 Formal review of applications begins: Jun 17, 2018
Department: GRANTS-DO Location: EpiCenter
Key Position Information:

The mission of the St. Petersburg College grants development department is to cultivate and align resources, partnerships and ideas in support of student success, the College and community. SPC is seeking a dynamic and energetic Grants Management Specialist for our fast-paced, deadline driven department.

To be a strong candidate for consideration, we are looking for the ideal person who is energized by working in a team environment to solve problems; who possesses excellent communication skills and can handle conflict resolution; who has a positive outlook and attitude through stressful situations; and, is keenly organized to keep on task. The Grants Development Department manages an average of 35 grants per year. This position serves as the ‘GPS’ for grant personnel and College staff, a guiding hand to help them navigate the nuances of College and funding policies and procedures.
 
  • Ability to manage complex and varying projects simultaneously
  • Develop strong working relationships with individuals from across all areas of the institution and demonstrate a commitment strong customer service
  • Have strong organizational skills and the ability to make sound judgement in prioritizing tasks in a deadline driven environment
  • Oversee multiple program budgets, outcomes, deliverables and report deadlines
  • Work in a dynamic team environment to develop and implement solutions to complex problems
  • Demonstrate excellent written and verbal communication skills to accomplish goals associated with multiple stakeholders throughout the college, as well as external partners
  • Monitor activities of personnel involved in the administration of grants, providing leadership and mentoring to ensure compliance and objectives are satisfied
  • Be able to see the big picture yet also demonstrate strong detail orientation to ensure that strategic initiatives are accomplished in compliance with grant requirements.
  • Monitoring status of grant expenditures and reporting to ensure funds are utilized effectively, appropriately, and within grant timelines
 
Position Summary:

Under the supervision of the Executive Director of Grants Development, the Grant Management Specialist is primarily responsible for tracking and monitoring performance, deliverables and spending trends of grants in the post-award stage, whether private, state, federal grants, or subcontracts.  This person ensures regulatory compliance with the funder and college administrative procedures. This person also assists grant project managers with the implementation of post-award activities, including helping overcome challenges, sharing best practices, supporting modifications and coordinating activities between internal departments such as Grants Accounting, Legal Counsel, Purchasing and Human Resources.  The position requires expertise in grant related project management, excellent communication skills and critical thinking abilities.‚Äč

Typical Essential Duties

  • Leads, coordinates, monitors, and tracks compliance efforts and effective grant management processes with project managers, administrators, grants development team and other College staff involved in grant projects.
  • Manages all assigned project activities to ensure compliance with grant or contract requirements and on-time achievement of deliverables. Ensures the successful transition of grants from the time of award to closeout, while working collaboratively with various areas and departments within the College.
  • Conducts quarterly check in visits and frequent reviews of grant reports and data compliance documents for local, state, and federal agencies, as required and requested, to ensure regulatory compliance, and that all grant recordkeeping and reporting of requirements and restrictions are observed.
  • Maintains Grant Management Database as a system for tracking performance, deliverables and budgets, and engages grants managers and other College staff in use of system.
  • Maintains open and regular communication with grant project directors, grant development staff, grants accounting staff, and other College staff to report progress toward meeting objectives and to address any grant management needs.
  • Coordinates and assists project managers with the completion and submission of grant reports and other documents as necessary.
  • Assists with the closeout efforts and maintains regulatory file copies of all grants.
  • Provides guidance and feedback to grants development staff regarding implementation practices and evaluation of grants to improve future proposals.
  • Provides administrative support to funded projects, including serving on post award committees.
  • Provides grants training sessions, workshops, and mentoring experiences for faculty and staff as professional development opportunities.
  • Maintains the College's Grants Management Handbook and Grants Development Department website to ensure up-to-date information is available for College staff.
  • Monitors progress toward meeting grant objectives and submits monthly progress/summary reports to the Executive Director of Grants Development.
  • Maintains current knowledge of related College policies and handbooks, and funding agency required documents; communicates relevant requirements to project managers and administrators, and makes recommendations to the grants development and grants accounting offices regarding the College's grant policies and procedures. Attends training opportunities to remain current in compliance topics.
  • Performs other duties as assigned.

This is a stand-alone classification in the Project Management series.  The classification is responsible for managing assigned projects by acting as a resource to project/initiative owners throughout the college.  Responsibilities include working with project owners in developing and tracking project timelines, developing and reporting key metrics, and coordinating with other areas within the college on needs, training, communication; and may determine staffing, scheduling, and the use of resources; developing internal and external relationships and partnerships; developing project plans and providing project status updates and evaluations; planning, conducting, and analyzing research/information; and may be responsible for developing and monitoring budget. 

Requirements:

Education:

Bachelor's degree in a related field to assigned area.

Experience:

  • Three (3) to five (5) years of experience in higher education, workforce, government, non-profit or industry working as a grant manager/specialist or project manager. 
  • Grant proposal development and management experience, including starting and closing of projects, highly desirable.
  • Experience maintaining highly detailed grant and contract files, including reporting and correspondence with funding sources and project directors.
  • Participation in professional development and training programs on grants management and development.
  • Demonstrated experience in working effectively as a team leader.
  • A demonstrated commitment to diversity.
  • Experience in electronic report submissions including Grants.gov and FastLane, desirable.

* An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job may be acceptable in lieu of those requirements listed above.

Knowledge:

  • Good working knowledge of grant development and management process
  • Must be experienced and accomplished in researching, developing and maintaining internal and external working relationships, including organizations representing education, workforce, non-profits and business, and must have the ability to work collaboratively and as a self-starter.
  • Knowledge of federal and state rules and regulations related to grant administration, including Super Circular guidelines.
  • Proficiency with common office software (i.e. Microsoft Word, Excel, PowerPoint).
  • Knowledge of common accounting procedures and computerized accounting practices.
  • Project management principles, practices, and tools;
  • Project development, scheduling, monitoring, and control systems;
  • Applicable Federal, State, and Local laws, rules, codes, guidelines, and regulations.
  • Research methods;
  • Policy and procedure development practices;
  • Basic budgeting principles;

 

Skills:

  • Interpreting financial, regulatory and operational data and prepare reports;
  • Effectively coaching and instructing faculty and staff in grant development, management and compliance topics.
  • Ability to work in a team environment and manage multiple task/projects/budgets simultaneously, while meeting deadlines and prioritizing changing needs.
  • Excellent written and verbal communication, organizational and interpersonal skills, including copyrighting and editing.  Ability to accurately and thoroughly communicate using logic, clarity of thought, persuasiveness and creativity.
  • Ability to pay attention to detail, make appropriate decisions with minimal supervision, and follow through on assignments.
  • Ability to interpret financial, regulatory and operational data and prepare reports.
  • Ability to solve problems and create mutually successful solutions.
  • Ability to effectively coach and instruct faculty and staff in grant development, management and compliance topics.
  • Ability to work under pressure.
  • Managing projects;
  • Analyzing and interpreting project specifications, design plans, construction plans, schematic drawings, flow charts, project schedules, and/or blueprints;
  • Exercising discretion and good judgment;
  • Managing project budgets;
  • Working on multiple projects simultaneously;
  • Solving practical problems and dealing with a variety of concrete variables in situations where only limited standardization exists;
  • Interpreting and applying applicable laws, rules, codes, guidelines, and regulations;
  • Using a computer and related software applications;
  • Communication, interpersonal skills as applied to interaction with subordinates, coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to give and receive work direction.

Physical:

  • Positions in this class typically require: reaching, standing, walking, grasping, feeling, talking, hearing, seeing and repetitive motions.
  • 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 criteria are met.

Responsibilities:

These duties are a representative sample; position assignments may vary.

Potential Frequency

 1.

Develops and monitors comprehensive project work plans; manages project scope, schedule and key metrics; allocates resources; troubleshoots project plans and implements solutions; evaluates project performance; and mitigates risks.

Daily

40%

2.

Collects, prepares, reviews, interprets, and analyzes a variety of research, information, data, and reports to recommend modifications based on trends, technology, and needs assessment.

Daily

20%

3.

Develops project management methodologies and other applicable project management tools to enhance project management practices and increase the ability of project leads to complete projects on-time, within budget, and within agreed upon scope.

Daily

25%

4.

Develops and maintains internal and external relationships; participates in/on a variety of meetings, committees, task forces, and/or other related groups to communicate information regarding services, programs, areas of opportunity, and/or other information.

Daily

10%

5.

May monitor and track budget such as maintaining balances, approving expenditures and disbursements, researching discrepancies, and preparing related financial reports.

Daily

5%

6.

Performs other duties of a similar nature or level.

As Required

 
Equal Access/Equal Opportunity

The Board of Trustees of St. Petersburg College affirms its equal opportunity policy in accordance with the provisions of the Florida Educational Equity Act and all other relevant state and federal laws, rules and regulations. The college will not discriminate on the basis of race, color, ethnicity, religion, sex, age, national origin, marital status, pregnancy, sexual orientation, gender identity, genetic information, or against any qualified individual with disabilities in its employment practices or in the admission and treatment of students. Recognizing that sexual harassment constitutes discrimination on the basis of sex and violates this Rule, the college will not tolerate such conduct. Should you experience such behavior, please contact Pamela Smith, the director of EA/EO/Title IX Coordinator at 727-341-3261; by mail at P.O. Box 13489, St. Petersburg, FL 33733-3489; or by email at eaeo_director@spcollege.edu.