Senior Grants Administrative Specialist Job at Palomar College
If you have questions regarding this position or need any assistance with your application, please contact our HR office at 760-744-1150, ext. 3024 or at Palomarjobs@palomar.edu. For EEO purposes, we kindly ask that you please contact our HR office instead of the department unless the posting states otherwise. Thank you!
Please see Special Instructions for more details.
The hiring committee will decide if interviews will be conducted in person at the College or via Zoom. Travel expenses are not reimbursed by the College.
Posting Details
Position Information
Position Title
Senior Grants Administrative Specialist
Department
Career, Technical and Extended Education (Dept)
Location
San Marcos
Full or Part Time
Full-Time
Category
Classified
Hours per week
40
Number of Months
12 month
Work Schedule
Monday – Friday, 8:00 a.m. – 5:00 p.m.
Grade
30
Salary/Wage
$5,780.07
Salary/Wage Frequency
Monthly
Benefits
In addition to a competitive compensation structure, Palomar College also offers an extremely generous benefits package.
- Fully paid HMO medical, HMO dental, and vision insurance for employees and dependents (additional buy up options available)
- Vacation, sick leave and 25 paid holidays
- $80,000 life/accident insurance policy (additional buy up options available)
- Long-term care insurance
- Employee Assistance Plan (EAP) – Free counseling, financial, legal, personal and professional development resources
- Additional buy up options available for other voluntary insurance benefits
- Enrollment in CalPERS (California Public Employees Retirement System)
The estimated maximum value of this employer-paid benefits package is approximately $33,260 annually.
Primary Function
Performs complex grant administrative support for an assigned department; coordinates program and grant application, implementation and tracking of assigned regional and statewide grants and grant partnerships; develops and monitors grant tracking systems and budgets; provides knowledgeable pre- and post-award grants administration and management support for multiple grants and grant partners including application, compliance, reporting, conflict resolution, and daily administrative support and operational tracking; independently oversees special projects or administrative processes; provides lead-level guidance to lower-level staff and may provide work direction to student employees.
Minimum Qualifications
To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:
AND
NOTE :
- Experience: Three years of administrative support experience including one year of experience working with grants.
AND
- Education: Equivalent to a bachelor’s degree in accounting, business administration, finance or a closely related field from an accredited college or university.
NOTE :
- For work experience, a “year” is defined as equivalent to 40 hours per week for 12 months.
- Transcripts must be included to receive credit for education and/or to substitute education in lieu of experience (i.e. Bachelor’s degree = 4 years of experience). Click here for Guidelines for Equivalency for Classified Positions.
- Only coursework completed at, and degrees awarded by, accredited institutions recognized by the U.S. Department of Education will be considered as satisfying the minimum qualifications. Coursework and degrees that are completed outside of the United States are required to have transcripts evaluated (evaluation to U.S. equivalency and a course by course analysis) by an appropriate U.S. credentials evaluation service. For a list of credentials evaluation agencies accepted by Palomar College, visit the National Association of Credentials Evaluation Services (NACES) website at www.naces.org, or the Association of International Credential Evaluators, Inc. (AICE) website at http://aice-eval.org/.
Diversity, Equity, Inclusion, Accessibility and Antiracism (DEIAA) Statement
Palomar College serves over 30,000 students from a variety of backgrounds and we are proud to be a Hispanic Serving Institution. Our student body is rich in its diversity.
Click here to see a quick overview of our student demographics on our recent Student Fact Sheet.
Palomar College is committed to diversity, equity, inclusion, access and antiracism. We are dedicated to empowering students to succeed and are guided by our core values; some of which are the following:
· Access – We make education possible for everyone.
· Diversity, Equity, and Inclusion – We recognize and respect diversity, seek to foster a culture of inclusion and belonging, and strive to address inequities.
All positions require cultural competency which includes the sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, sex, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff.
Preferred Qualifications
- Experience working with grants beyond the minimum qualifications.
- Experience with the Strong Workforce Program, Perkins and/or California Adult Education Program
- Experience using Peoplesoft financials
- Experience using NOVA for grant reporting
Licenses and/or Certificates
N/A
Supervision Received and Exercised
S
upervision Received From: An Assigned Administrator or Supervisor
Duties and Responsibilities
Essential Functions: Essential responsibilities and duties may include, but are not limited to, the following:
1. Coordinates, organizes and monitors grant research and development in designated department/program areas; researches grant requirements and makes recommendations on District resources, availability of matching funds and partnerships; organizes, drafts and edits comprehensive multi-agency grant proposals and/or letters of inquiry, as applicable; submits proposals within required timeframes and tracks proposal status; interprets and applies understanding of federal, state and/or private foundation requirements/regulations in proposal development and submission/tracking processes.
2. Develops and monitors complex grant budgets and sub-budgets; maintains account balances by tracking expenditures, encumbrances and creating grant budget expenditure forecasts; determines grant expense eligibility, calculates grant budget usage and fund percentages; tracks multiple funding sources and payees; maintains and tracks separate budget and expense programs based on funding sources and payee; creates and monitors budget reports through spreadsheets, college financial systems and state/federal databases and calculates budgets based on fiscal cycles of the District and funding sources; researches and corrects discrepancies; processes budgetary adjustments and transfers when warranted.
3. Prepares invoices, financial reports, budgets and financial forecasts for District administration and grant partners; assesses grant partners’ program activities, tracking systems and financial/budgeting processes and ensures procedures are in compliance with grantor rules and guidelines; coordinates and/or represents the District at regional and statewide meetings of grant partners and provides expertise on grant reporting, budgeting and compliance.
4. Maintains and audits/approves entries into local and state data collection systems; collects data required for reporting of federal/state funding amounts for each partner, program type, special population and other categorically funded projects and programs.
5. Completes and submits quarterly and annual state and federal grant reports; reviews funding agency reporting requirements and works with District employees to ensure and verify reliability of District and grant partner data; assists in synchronizing the timing of grant expenditures with grant reimbursements.
6. Organizes, maintains and updates a wide range of specialized and technical files, documents and records including work order tracking, facilities scheduling, student financial records, financial aid, work study, human resources actions, timesheets, insurance, and regulatory and program related reports; creates and maintains electronic and physical filing systems.
7. Develops a variety of contracts, agreements and renewals with grant partners including articulation agreements, deliverable and payment agreements, vendor contracts and lease agreements; coordinates conferences and other partner meetings.
8. With administration, conducts surveys, studies and analyses to evaluate the effectiveness of current programs and need for new programs; forecasts program revenues and expenditures; conducts cost-benefit and other financial analyses; identifies partnerships and funding opportunities; drafts schedules and fee structures.
9. Serves as liaison between assigned program or academic area and faculty, students, other academic departments and various community organizations; provides program and service information and orientation as appropriate.
Marginal Functions:
1.
Provides backup for other department or program administrative support staff.
2. Provides technical support to other District employees regarding laws, regulations and contractual requirements as they relate to grants; researches and analyzes changes in legislation and the impacts on the District.
3. May provide work direction and guidance to lower-level staff and student employees, including participating in scheduling, assigning and inspecting the work of other employees for completeness, accuracy and conformance with District standards.
4. Performs related duties and responsibilities as required.
Knowledge, Skills, Abilities
Knowledge of:
1. Principles and practices of general and grant accounting.
2. Methods, practices and techniques used in identifying, preparing and submitting local, state and federally-funded grant proposals and renewals.
3. State and federal laws and regulations applicable to grant development, submission, administration and compliance.
4. Federal, state and private granting/contract agencies’ organization, structure, practices, processes and advanced terminology related to grant development, submission, administration and compliance.
5. Principles and practices of sound business communication.
6. Correct English usage, including spelling, grammar and punctuation.
7. Principles, concepts and techniques used in customer service, public relations and community outreach.
8. Rules, policies and procedures applicable to assigned areas of responsibility.
9. Advanced mathematical principles.
10. Advanced principles and procedures of financial recordkeeping and reporting.
11. Principles and practices of budget preparation and monitoring.
12. Modern office procedures, methods and equipment including computers and an integrated data management system.
When assigned to instructional programs:
13. Articulation, matriculation and course prerequisite policies as applicable to areas of responsibility.
14. Government and community resources available to students.
Skill in:
1. Preparing and maintaining budgets for multiple grants, funding sources and grant partnerships.
2. Recording and disbursing assigned monies among various grant related accounts.
3. Reconciling and electronically filing appropriate grant related reports and data.
4. Performing a variety of grant tracking and accounting functions supporting the administration of state and federally-funded regional grants.
5. Understanding, interpreting, explaining and applying federal and state law and regulations applicable to application for and administration of grant awards.
6. Defining issues, analyzing problems, evaluating alternatives and developing sound, independent conclusions and recommendations in accordance with laws, regulations, rules and policies.
7. Communicating clearly and effectively, both orally and in writing.
8. Assigning and inspecting the work of student workers and lower-level staff.
9. Composing clear, concise and comprehensive analyses, correspondence, reports, studies, agreements, presentations and other written materials.
10. Operating a computer and using enterprise software, databases, spreadsheet and word processing software and other standard office equipment.
11. Organizing and maintaining specialized files.
12. Maintaining confidentiality of student files and records.
13. Exercising tact and diplomacy in dealing with sensitive, complex and confidential student issues and situations.
14. Maintaining sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff.
15. Establishing and maintaining effective working relationships with those encountered in the course of work.
Working Conditions
Environmental Conditions: The employee works under typical office conditions, and the noise level is usually quiet to moderate.
Physical Conditions: Essential and marginal functions may require physical fitness requirements necessary to perform the job functions with or without accommodation, such as the ability to sit for long periods and use hands to repetitively finger, handle and feel computers and standard business equipment.
Physical Conditions: Essential and marginal functions may require physical fitness requirements necessary to perform the job functions with or without accommodation, such as the ability to sit for long periods and use hands to repetitively finger, handle and feel computers and standard business equipment.
Terms of Employment
- Full-time, 40 hours per week, 12 months per year
- This position is specially-funded and its continuation is dependent upon the availability and/or continuation of funds.
- The person selected for hire will be required to complete the following pre-employment requirements: live scan/fingerprinting, official transcript(s), and TB risk assessment. Other pre-employment requirements may be required depending on the position (i.e. certifications or licenses; see applicable job posting section for details). Successful completion of all pre-employment requirements is mandatory to be eligible for employment. These requirements are in accordance with the following Administrative Procedures and Board Policies: AP 7120, AP 7125, AP 7126, AP 7127, AP 7330, BP 7330, AP 7336, AP 7337, and BP 7335.
Posting Detail Information
Open Date
03/27/2023
Close Date
04/24/2023
Open Until Filled
No
Posting Number
P0807P
Additional Application Information
The hiring committee will decide if interviews will be conducted in person at the College or via Zoom. Travel expenses are not reimbursed by the College.
Supplemental Questions
Required fields are indicated with an asterisk (*).
- * Please demonstrate that you have knowledge of, and will advocate for, the elimination of systemic barriers that impact the success of students, faculty, and staff from diverse racial backgrounds.
(Open Ended Question)
- * How did you hear about this employment opportunity?
- ACCCA.org
- CalJOBS
- CCC Registry
- ChronicleVitae.com (Chronicle of Higher Education)
- Colleague/Friend/Relative
- CraigsList
- EdJoin
- HigherEdJobs.com
- Human Resources at Palomar College
- Indeed.com
- Job Fair
- Other Source
- Palomar College website
- San Diego LGBT Job Board (http://www.gsdba.org/pages/Jobs)
- If other source, please specify.
(Open Ended Question)
Applicant Documents
Required Documents
Optional Documents
- Cover Letter
- Resume/CV
- Supplemental Materials
- Transcript 1
- Transcript 2
- Transcript 3
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