Grants Management – Administrative Assistant

Position summary: Under the direction of the Finance/HR Director or designated Supervisor, the Grants Management/ Administrative Assistant will perform the basic functions of the Finance Department including grants and contracts management, financial management of CHI and organizations under contract with CHI, including accounting-related activities, as well as clerical and administrative duties directly related to the management and business operations of CHI and it’s local, state, and national partners.

Qualifications: Bachelor’s degree in Public Administration, Business Administration, Business Management, Finance, or related field required.

Hours and Compensation: Full-time (40 hours weekly); Salary Range: $38,500 – $55,000 with benefits package.

Full job description: See below

How to Apply:  Send letter of interest and resume to ltecca@chi-phi.org.  Deadline to apply Thursday, December 8, 2022.

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Position Summary:

Under the direction of the Finance/HR Director or designated Supervisor, the Grants Management/ Administrative Assistant will perform the basic functions of the Finance Department including grants and contracts management, financial management of CHI and organizations under contract with CHI, including accounting-related activities, as well as clerical and administrative duties directly related to the management and business operations of CHI and it’s local, state, and national partners.

Essential Duties and Responsibilities:

• Organizes and maintains all CHI grants management and files electronically.
• Ensures copies of original Notice of Grant Awards (NGAs) are maintained for CHI, NRC, and other nonprofits under contract with CHI (a copy of the NGA must be on file in the CHI central grants and contracts file).
• Ensures copies of all contracts or subcontracts with CHI and between CHI and other entities are current and filed.
• Assists project directors/managers with management of subcontracts or professional service agreements. This may include tracking to ensure timely submission of invoices from regular contractors, securing approval from program director prior to payment, timely submission of invoices from CHI for payment.
• Prepares and analyzes grant project budgets and reviews with managers/directors quarterly.
• Assists in the preparation of grant application and handles the details of grant or proposal preparation and administration including contracts with federal, state and local agencies.
• Grants management data entry.
• Administrative data entry.
• Adheres to the strictest confidentiality practices and standards.
• Filing duties
• Coordination of meetings, including scheduling, notifying participants, arranging for meeting venue (in person or virtual), sending materials, taking minutes, etc.
• Ensure all required documentation is collected.
• Correspondence with partners and contractors.
• Assist with development and dissemination of communication and materials.
• Basic research.
• Performs other duties as assigned.

Compliance Provision

Minimum Qualifications

• Bachelor’s degree in Public Administration, Business Administration, Business Management, Finance, or related field required (two years’ experience may substitute for one year education).
• One-year administrative assistance experience preferred.
• Minimum of two year’s work experience in similar position required.
• Must possess knowledge of grant finance management.
• Ability to maintain effective working relationships with all employees and department needs.
• Ability to communicate clearly and concisely orally and in writing.
• Self-motivated, independent, flexible, creative, and responsible.
• Must possess excellent organizational skills.
• Must possess and maintain a valid driver’s license.
• Ability to meet deadlines.

Required Skills:

• Demonstrate understanding of basic accounting practices and principles of Fund Accounting.
• Knowledge of accounting software.
• Skilled in the use of Microsoft Office Suite including Word, Excel, PowerPoint, OneNote and Outlook, and willingness to experiment and work with new technologies.
• Ensure compliance in all areas related to grant and contract management.
• Ensure grant and/or contract award responsibilities are completed.
• Must be able to meet deadlines.
• Must be willing to use personal vehicle in the course of employment.
• Must be willing to do inter and intra state travel as needed.

Physical Demands/Working Conditions

Standing: May require standing for periods of time and on an intermittent basis

Sitting: Requires sitting for long periods of time; Frequent use of computer and keyboard

Walking: Requires walking on an on intermittent basis; Occasional prolonged walking

Pushing/Pulling: Push carts with materials, etc. from time to time

Squatting/Kneeling: Kneels or squats to plug/unplug various equipment intermittently;

Frequent reaching, stooping, bending, and crouching

Lifting: Lifts necessary supplies and equipment utilized for job function (occasionally lifts, supplies/equipment up to 50 lbs.)

Carrying: Carries materials, etc. from time to time

Vision: Ability to read correspondence, reports, books, periodicals, and computer screen etc.

Hearing: Ability to perceive speech at normal loudness levels