Grant & Contract Coordinator job vacancy in Evergreen State College (Olympia, WA 98505)

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Company name : Evergreen State College
Location : Olympia, WA 98505
Position : Grant & Contract Coordinator

Description :
Posting DetailsPosition Information
Position TitleGrant & Contract Coordinator
Working TitleGrants and Foundation Relations Coordinator
EEO StatementAll qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or status as a protected veteran. For more information regarding Evergreen’s non-discrimination policies or to report discrimination, please visit the Affirmative Action and Equal Opportunity webpage at or contact the Affirmative Action and Equal Opportunity Officer at (360) 867-5371, Room 3102 Library Building, 2700 Evergreen Parkway NW, Olympia, WA 98505.
Union RepresentedYes
Overtime EligibleYes
Monthly FTE1.0
Salary Step (minimum monthly amount)$3,859.00
Salary Step (maximum monthly amount)$5,187.00
Cyclic PositionNo
Cyclic Detailsn/a
Project PositionYes
End Date12/31/2024
Special NoteThis is a full time, overtime eligible project position in Advancement on the Olympia Campus of The Evergreen State College. This project position is funded through December 31, 2024 and may be eligible for extension if funding continues to be available.
Position PurposeThis position coordinates the work of Grants and Foundation Relations and Advancement by providing administrative support for the preparation and submission of grant and contract proposals. The position also supports Advancement as a whole, including grants fund research, instruction, student services, educational support, equipment, capital projects, student aid, and several high-profile public service initiatives at Evergreen.
Nature and ScopeThe position supports the development, submission, and award processes for grant proposals for The Evergreen State College and The Evergreen State College Foundation. Under supervision of the Grant & Contract Supervisor, this position independently performs a variety of complex work, including preparing, reviewing, and verifying proposals, reports, fiscal documents, and financial records; composing correspondence; maintaining record systems; and responding to inquiries requiring substantive knowledge of the College, Foundation, and funder policies and procedures.This position works closely with Advancement staff, faculty, grant project directors and staff, Business Services staff, and divisional budget coordinators. The incumbent is part of the team providing reception for the Advancement division, and when priorities allow, supports the work of Advancement as a whole. Special projects may occasionally include work during evenings and weekends. The work is mostly sedentary with some physical requirements (ability to move up to 20 pounds). The position requires primarily on-campus work; some remote work may be approved.Advancement is committed to being a welcoming community that reflects and enacts the values of diversity, equity, and inclusion. We seek candidates who will not only enhance our representational diversity but whose engagement efforts contribute to diverse, equitable, and inclusive learning and working environments for our students, staff, and faculty.
Essential Functions
Assist with creation, review, and editing of complex grant proposal documents in preparation for submission; tasks may include creating Word documents and Excel spreadsheets; developing and integrating graphics into texts; crafting communications and correspondence; managing documents and records; reviewing documents for accuracy, completeness, and clarity; and submitting proposals online.
Establish and maintain complex system for tracking all aspects of contracts or grant proposals during the entire process through submission and beyond and provide weekly status updates of the status of each project to the supervisor and the Associate Vice President for Strategic Initiatives, Grants, and Foundation Relations, including internal approvals, documents, work assignments, deadlines, and eligibility and submission requirements.
Collect and process required records, ensure accuracy and completeness, and manage the office’s record retention schedule.
Under direction of the supervisor and in collaboration with campus partners, negotiate with funders to establish terms and conditions of grants and contracts, ensuring compliance with relevant policies and procedures, including identifying and summarizing key provisions, tracking changes under negotiation, and finalizing and circulating documents for approval.
Identify prospective grant opportunities; write and edit prospect research briefs; develop and deliver notification of upcoming opportunities to campus partners.
Assist and advise grant directors and principal investigators with interpretation of application guidelines and non-technical aspects of proposal development.
Provide backup coverage to the Advancement front desk, greet guests, answer phones, check department email inbox, and when available assist with office support and team cohesion tasks as assigned and in collaboration with Advancement team members.
Review, maintain, and revise as directed the office’s website, canvas site, and training materials
Order, receive, and maintain Advancement inventory.
Make travel arrangements and process reimbursements.
Schedule and support meetings (note taking, media needs, accommodations, etc.).
Participate in and support Advancement team activities and signature events, which may occur during evening or weekend hours.
Other duties as assigned.
Additional Duties
Knowledge Skills and Abilities
Excellent ability to produce high-quality, lengthy documents under deadline.
Ability to understand grant terms and conditions and communicate these to others.
Ability to understand and apply government regulations and guidance, grant requirements, college policies and procedures, and legal agreements.
Ability to guide or refer others through all stages of proposal development.
Strong written and verbal communication skills.
Ability to work in an open office environment with frequent interruptions.
Ability to work well with multiple and sometimes competing deadlines.
Proficiency with Microsoft Office and Adobe applications, including the ability to construct budgets and other documents within Excel; create and format documents, sections, styles, tables, objects, and illustrations in Word.
Ability to use a variety of online applications, relational databases, and other information management systems.
Ability to learn new technology tools.
Excellent proofreading skills.
Ability to create and review fiscal documents for accuracy.
Excellent interpersonal communication, public relations, and customer service skills in person, over the phone, and by email.
Minimum Qualifications
Desired Qualifications
Two years grant or contract administrative or equivalent experience.
Bachelor’s degree, higher postsecondary certification, or two or more additional years of experience.
Conditions of Employment
Must provide proof of identity and employment eligibility within three days of beginning work.
This position is part of a bargaining unit and covered by a collective bargaining agreement.
Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.
Prior to an official offer of employment, a Declaration Regarding Sexual Misconduct form must be submitted to the college per RCW 28B.112.080. The college will contact current and past employers to verify this information. Applicants who provide inaccurate information in their declaration will be disqualified and, if the inaccuracies are discovered after the applicant has been hired, it shall be grounds for termination.
Employees must comply with college policies related to masking and vaccination requirements, as well as Governor Inslee’s Proclamation 21-14.1, which requires employees of the college to be fully vaccinated against COVID-19 or have received a medical or religious exemption prior to the first day of work.
Must be able to work occasional evening and/or weekend hours.
BenefitsA full state benefits package which includes: paid sick and vacation leave; paid campus holidays; a generous medical, dental, life and disability insurance package for employees and dependents; retirement; deferred compensation and optional supplemental retirement accounts.
Posting Detail Information
Posting NumberS2022-072
Number of Vacancies1
Open Date08/17/2022
Close Date09/08/2022
Special Instructions to Applicants
Job Types: Full-time, Contract
Pay: $3,859.00 – $5,187.00 per month

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