Position Description Cover Sheet In order to make an objective and accurate evaluation of a position, it is very important that the position description (PD) contain specific data. Therefore, please provide all information requested and forward this form through the division dean to the Human Resources Office for classification. Title Grants Development Specialist Division/department Division of Advocacy and Community Engagement (ADV) Campus La Plata Check one: New PD Revised PD XX No changes to PD Please identify any similar positions already established within the department: Is this a Director-Level position? Yes XXX No Reports to (Signature) Title of Position Reported to Vice President of ADV Approval (Signature - Second-Level Supervisor) Approval (Signature - Dean or President) Account code(s) Work schedule FOR HUMAN RESOURCES DEPARTMENT USE: Position number Grade Statistical group Exempt / Non-exempt Requires Financial Disclosure Statement If the employee s primary position is EXEMPT, there are no limitations for working in a secondary position. If the primary position is NON-EXEMPT, the following rules apply: 1. The employee cannot hold credit or credit-free part-time faculty positions unless a special exception is made by the division VP. 2. The employee must record the total combined hours worked on the system-generated time sheet which is distributed each pay period. The employee is responsible for obtaining the signatures of both supervisors on this time sheet. 3. The employee's total combined hours worked for all positions should not exceed 40 hours in a workweek.
POSITION TITLE: Grants Development Specialist POSITION GRADE: FLSA Status: General Position Summary: This section describes the nature of the work performed; level of work (entry-, journey-, and senior-level); complexity of the position; level of supervision; and degree of latitude for initiative and independent judgment. These components, along with the general narrative, provide guidance on the intent of the job and the purpose of the position. General Position Summary: The Grants Development Specialist, is a senior-level position reporting directly to the VP of ADV and manages the strategic vision and goals of the college as it relates tom grants and new revenue streams as well as the day-to-day operations of the grants development function. This position coordinates all activities related to seeking grants, including conceptualization of projects, funding source research, timeline development, proposal writing and review, and information dissemination. This position interacts with VPs, Chairs and faculty and staff. 1. Core Responsibilities: Proposal Research and Development (85%) 1. Scans online and print resources on a daily basis to identify potential sources of funding and resources to support the college s mission, goals and Institutional Strategic Plan (ISP). 2. Investigates potential federal, state, local and private funding sources and determines funding opportunities relevance to the college's priorities. 3. Serves as a liaison to federal, state and private funding sources to obtain additional information on grant programs and opportunities; disseminates information to the college administration, faculty and staff and makes recommendations for pursuit of funding. 4. Researches potential grant sources based on project ideas related to the college s ISP or those provided by the college administration, faculty and staff; periodically provides the same support for external requests. 5. Presents information on grant programs to college administration, faculty and staff to determine whether project ideas are suitable for grant proposals and interprets application guidelines and funders' regulations and requirements. 6. Conducts preliminary interviews with potential grant initiators (subject matter experts) and, if required, coordinates pre-development review (Assessment of: relationship to Institutional Strategic Plan, collaboration with other partners, new staff hires, other college department(s) involvement, indirect costs, matching funds, in-kind contributions, full-time equivalents (FTEs), required college approvals) for the President's Council. 7. Coordinates and participates in related proposal budget meetings with DFS and subject matter experts (SME).
8. Develops proposals: designs a production timeline for each approved grant initiative and implements quality control over the final grant application submission, including editorial review, budget revision, and corrections relating to accuracy and appearance; coordinates the review, budget revision, and corrections relating to accuracy and appearance; coordinates review process with all required reviewers, establishing the appropriate routing order for each proposal; develops final grant application from materials provided by the grant initiator, coordinates the final printing, and transmits the document to the funding agency; ensures a copy of the final grant submission is submitted to the grants and contracts position in DFS; and obtains State Intergovernmental Approval for the grant application if required by the funding agency. 9. Develops the college's Grant Development Procedures manual and revises the manual as needed. 10. Drafts templates for grant application documents such as letters of support, partnership agreements, and budgets. Reporting 15% 1. Produces monthly activity recap including grant opportunities developed, applications submitted, and grants awarded. 2. Develops and maintains a database on all past and current grant activity and prepares as annual summary of grant development activities. 3. Extracts supporting data from various sources, prepares tables, charts and graphs to reflect this data. 4. Writes and frequently updates standardized text for sections often required in grant submissions, e.g. college demographics, community demographics, institutional capability, etc. 5. Maintains a reference library on funding sources and grant writing books and including files on individual grant programs. Maintains copies of model proposals on various grant programs, obtaining additional copies as required. 6. Drafts an annual grants development plan identifying probable grant submission deadlines which serves as a guide in setting priorities. 7. Contributes to the overall effectiveness of the office by performing all other duties and responsibilities as assigned by the VP ADV. 8. Analyzes and recommends the most effective technology to improve office operations. 9. Supervises temporary staff and/or student assistants as required. Education/Knowledge Required: Specify required degrees, experience, special skills and abilities necessary for satisfactory performance. 2. Education/Knowledge Required: Specify required degrees, experience, special skills and abilities necessary for satisfactory performance. Bachelor's degree required Skills:
o Proficient in using the Internet to research and download data in various file formats (e.g. Portable Document Format (PDF), ASCII text, word processing, spreadsheet, graphics (BMP,CGM, JPG, TIE pcx etc.)) required o Highly proficient in the use of online submission systems, forms, word processing, spreadsheet, database, and e-mail software o Experience in preparation of grant applications and in office management o Familiarity with proposal writing techniques o Evidence of excellent written (provide samples) and interpersonal communication skills. o Works well under stress of frequent and, periodically uncertain, deadlines o Ability to multi-task several grants at one time in different phases of development o Ability to perform independent work with little or no supervision 3. Supervision: List all position titles reporting directly to this position, full-time or part-time. Include student assistants and part-time faculty supervised in a typical semester. Consultant, Temporary staff (intermittent basis) or student assistants (20 hours per week or less) as required. 4. Internal & External Contacts: identify contacts within and outside the college, and purpose of contacts. (Example: Contact vendors for supplies and materials; or meets with tri-county public and private employers to determine training needs) Internal Contacts o President, President s Council, Faculty, staff, department chairs, directors, officers, executive directors, deans, vice presidents. Prepares Section I forms for President's Council. o Extensive communication with the DFS and the grants and contracts accountant concerning grant-related budget issues. External Contacts o Private, local, and state federal funding agencies regarding grant requirements and obtaining program information and brochures. o Consultants for grant development activities. o Members of the tri-county community requesting general assistance with locating funding sources, obtaining grant program guidelines and forms, etc. o Hardware/software vendors regarding technical recommendations concerning utilizing technology to improve the efficiency of office operations.
5. Guidelines/Procedures/Regulations: Identify guidelines, procedures, instructions, regulations and laws within which the position functions. Be specific. o College and board policies and procedures o College indirect cost rate agreement o Grant requirements in requests for proposals (RFP) o Interpretation of grant information in the Federal Register and various program guidelines for federal, state and private resources o Office of Management and Budget (OMB) Circulars o Maryland Intergovernmental Approval Process 6. Fiscal Responsibility: Describe the fiscal responsibility. Include total dollars that the position directly controls. N/A 7. Physical Work Environment: Describe the physical working environment and list any hazardous and toxic substances used in the performance of duties. Non-hazardous office setting