Administrative Asst. Grants

Apply now Job no: 493708
Work type: Full time
Location: Harper College Main Campus (Palatine)
Categories: Classified Staff
Salary: $19.24 - $21.00
Division: Workforce Solutions
Department: Workforce and Economic Development

Grant Funded Position


Schedule Information

Monday - Friday, 8:00 AM - 4:30 PM

Hours per Week


Benefits Health, Dental, Life & Disability; Sick, Vacation & Holiday Pay; Personal Business; Harper Tuition Waivers; and Professional Expense

Work Conditions


Work is primarily indoor and sedentary in nature. Some travel required for meetings or to visit grant partners and students.
Duties of Position

Provides administrative and staff assistance to the department of Workforce and Economic Development. This position provides necessary support for the administration of workforce grants on behalf of Harper. Receives, analyzes and distributes grant funds ensuring that all expenditures comply with relevant government (DOL/ETA) statues and align with the parameters of the grants.

Assists with the monitoring of grant activities including budgets, statistical data, information, clerical reports regarding grant activities; Maintains databases pertinent to the grant using appropriate software; monitors grant recordkeeping procedures for accuracy and completeness in order to provide accurate data for reports.

Maintains archival documentation of grant activities such as minutes of meetings, documents related to grant priorities, projects, data bases, and pertinent grant milestones and outcomes.

Assist the Grants Manager prepare monthly, quarterly reports, or annual reports throughout the life-cycle of the grant.

Coordinates communication between the department, partner companies, and internal College departments involved with the grant activities, such as Accounting, Registrar’s Office, Admissions, Continuing Education, and others.

Uses excellent interpersonal and communication skills to assist management of grants multiple projects, activities, and deliverables in a positive, professional, and effective manner.

Interfaces with students and partner companies by responding to questions, scheduling meetings and compiling data; responds in a timely manner in providing accurate information when requests made.

Works well with constant interruptions and changing priorities; able to independently organize work, set priorities, meet critical deadlines and follow-up on various assignments with a minimum level of supervision.

Maintains calendars and schedules related to grants and the Grants Manager as requested; prepares needed documents such as grant timesheets, travel requests, purchase requests, expense reports, correspondence including emails, letters, memos, grant reports, office forms, publicity information, PANs, and orders appropriate office supplies.

Coordinates meetings and other activities hosted by the department; arranges for required rooms, equipment, catering and other items as requested.

Serves a preliminary source of recordkeeping for pertinent student and partner company information.

Works as part of the department team and its’ collaborative efforts to enhance all grant outcomes.

Performs other duties as assigned.

Educational Requirements

Associate’s Degree or equivalent; or multiple administrative office certificates.

Experience Requirements

Three years of progressively responsible secretarial/office/administrative assistant experience. Strong interpersonal and organizational skills required. Must have excellent verbal and written communication abilities. Extensive experience and proficiency with Microsoft Office products including but not limited to Word, Excel, PowerPoint, and Outlook. Familiarity with data entry, spreadsheet, and interactive database software, Acrobat/Adobe Writer, Web-based communication tools preferred. Working knowledge of Oracle preferred.

The position requires independent thinking, a high-level of organizational and computer skills, and ability to work with data to document grant outcomes for reporting purposes. The position requires good communication skills in order to maintain a supportive relationship among those impacted by the grants such as students, companies, faculty, Deans, and other college departments.

Application Review Date

Applications are accepted until the position is filled though priority will be given
to applications received on or before: November 6th, 2019

Required Documents:

***A resume and cover letter are required to complete the application process*** 

* Official transcripts required upon hire
* Employment is contingent upon Criminal Background Check.
* Employment sponsorship is not available.

Advertised: Central Daylight Time
Applications close:

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