Grants Operations Assistant

SUMMARY

The Grants Operations Assistant provides administrative and operational support to the Grants Office, assisting the Grants Coordinator and Grant Accounting Analyst with documentation, tracking, reporting preparation, and workflow coordination activities. The position supports established grant processes by helping maintain accurate records, monitor deadlines, coordinate submission materials, and support compliance-related documentation requirements.

This position reports to the Director, Grants Development and Operations.

Key Institutional Contributions

• Grant documentation, records, and tracking systems are maintained accurately and in accordance with established procedures and reporting requirements.

• Grant submission, reporting, and workflow processes are supported through timely coordination, organization, and tracking of required materials and deadlines.

• Grants Office operations are supported through effective administrative coordination, records management, and communication support activities.

• Compliance-related documentation and grant records are organized and accessible to support institutional and grantor requirements.

RESPONSIBILITIES

Administrative & Operational Execution (50%)

• Maintain grant documentation systems by organizing records, managing files, and ensuring data accuracy and completeness

• Support grant application and reporting processes by compiling materials, preparing documentation, and assisting with submission readiness

• Track grant timelines by monitoring deadlines, deliverables, and reporting requirements to support timely completion

• Support financial and compliance documentation by assisting with budget tracking, expenditure documentation, time and effort records, reimbursement support, and audit material preparation under direction

• Maintain grant systems and tools by entering data, updating records, and supporting templates and reporting platforms

Client/Customer Service & Communication (20%)

• Coordinate grant-related meetings and communication with internal staff and stakeholders

• Serve as a primary contact for routine requests related to grant documents, updates, and information

• Support communication follow-up for deadlines, submissions, and documentation needs

• Assist with coordination between Grants Office staff, departments, and external partners

Critical Thinking & Decision-Making (10%)

• Review grant materials for completeness using established procedures and checklists

• Identify missing, inconsistent, or incomplete documentation in grant workflows

• Prioritize assigned tasks based on deadlines and operational needs

• Apply established guidelines to ensure accuracy and compliance in routine support activities

Project & Workflow Management (10%)

• Support coordination of grant workflows across application, active grant management, and close-out phases

• Track timelines, deliverables, and milestones to support grant process continuity

• Maintain updates to tracking systems and workflow tools as directed

• Generate basic status reports on grant activity, deadlines, and documentation progress

Additional Responsibilities (10%)

• Provide general administrative support to the Grants Office

• Support departmental projects and process improvement activities as assigned

• Participate in training and development related to grant systems and processes

• Perform other duties as assigned in support of departmental operations

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. WHAT YOU NEED TO SUCCEED IN THE POSITION

Required:

• Equivalent combination of education and relevant administrative experience in business administration, accounting, finance, grants support, or related office environments
• 1-2 years of experience in administrative support, grants support, accounting support, bookkeeping assistance, or data-intensive office operations in a structured environment
• Basic understanding of financial or accounting concepts such as budgets, expenditures, reconciliations, and expense tracking
• Experience working with financial or administrative systems, including data entry and maintaining accurate financial or program records
• Ability to follow structured procedures related to financial documentation, participant/client data tracking, reporting support, and recordkeeping
• Strong attention to detail with the ability to identify discrepancies or missing information in financial or administrative records
• Ability to manage multiple deadlines and support time-sensitive financial and reporting workflows
• Strong written and verbal communication skills for coordinating documentation and information requests

SUPPLEMENTAL INFORMATION

DIVISION/LOCATION: Business Office/ Grants Development & Operations/ Kenosha
COMP GRADE: F
FLSA DESIGNATION: Non-Exempt
CONDITIONS OF EMPLOYMENT:

• Candidates must be legally authorized to work in the United States on a permanent basis. Verification of employment eligibility will be required at the time of hire. Visa sponsorship is not available.
• Engage in district-wide travel to support students and foster collaboration with Gateway faculty and staff.
• Employment is contingent upon an acceptable background
• Flexibility is needed to accommodate day, evening and weekend student & business needs

GuideNot ApplicableActivity is not applicable to this occupationOccasionallyOccupation required this activity up to 33% of the time (0 - 2.5+ hrs/day)FrequentlyOccupation required this activity from 33% - 66%% of the time (2.5 - 5.5+ hrs/day)ContinuouslyOccupation required this activity more than 66% of the time (5.5+ hrs/day)
Physical DemandsFrequency
Lift/CarryFrequencySittingContinuously
0 - 10 lbsOccasionallyStandingOccasionally
11 - 20 lbsOccasionallyWalkingNot Applicable
21 - 50 lbsNot ApplicableReaching OverheadNot Applicable
51 - 100 lbsNot ApplicableReaching at or Below Shoulder LevelNot Applicable
Over 100 lbsNot ApplicableKeyboardingContinuously


StoopingNot Applicable
Push / PullYes / NoCrouchingNot Applicable
12 lbs or lessOccasionallyKneelingNot Applicable
13 - 25 lbsNot ApplicableCrawlingNot Applicable
26 - 40 lbsNot ApplicableClimbing Ramps or StairsNot Applicable
41 - 100 lbsNot ApplicableClimbing Ladders, Ropes or ScaffoldingNot Applicable
Over 100 lbsNot ApplicableDrivingNot Applicable


Traveling - overnight stay(s)Not Applicable
Hearing RequirementYes / NoCommunicating VerballyFrequently
One-on-one (in person)YesFar Visual Acuity: clarity to see 20' or moreNot Applicable
Group or conference (in person)YesNear Visual Acuity: clarity to see 20" or lessContinuously
TelephoneYes


Other SoundsYes
Working ConditionsFrequency
Noise Intensity LevelFrequencyHumidity: non-weather relatedNot Applicable
QuietOccasionallyExtreme Cold: non-weather relatedNot Applicable
ModerateFrequentlyExtreme Hot: non-weather relatedNot Applicable
LoudOccasionallyWorking OutdoorsNot Applicable
Very LoudNot ApplicableWetness: contact with water or other liquidsNot Applicable



Working ConditionsFrequency
Working ConditionsFrequencyWorking in Close Proximity to OthersOccasionally
Working interruptionsOccasionallyOpen Work SpaceContinuously
Stressful situationsOccasionallyWorking in a confined spaceNot Applicable
Exposure to offensive odorsNot ApplicableExposure to a computer screen Continuously
Required uniform supplied by departmentNot Applicable

Gateway will not discriminate against any employee, applicant for employment, student, or applicant for admission based on race, color, national origin, ancestry, sex, sexual orientation, creed, religion, political affiliation, marital status, parental status, pregnancy, disability, age, membership in any reserve component of the armed forces, union affiliation, arrest and conviction record, or any other protected category under applicable local, state or federal law.

Gateway Technical College is an operating under an Affirmative Action Plan. Reasonable accommodations and auxiliary aids will be provided for qualified individuals with disabilities. If you have a disability and need special accommodation for the application process, please contact the Office for Equal Opportunity and Civil Rights at compliance@gtc.edu or 262-564-3062. Women and minorities are encouraged to apply.

Your safety while employed at Gateway Technical College is one of our top priorities, so we encourage you to read our (click the link for the full report). This report is published in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and the Violence Against Women Act. This report includes crime statistics, institutional policies on campus security and safety, alcohol and drug use, crime prevention, the reporting of crimes or incidents, sexual misconduct, and other important matters. Please feel free to email or call 262-564-3062 to request a hard copy of the report.