Reporting to the Director of the Grants Office, this half-time (0.50 FTE) position supports fundraising activities conducted by the office in collaboration with a wide range of stakeholders around the college.
Primary responsibilities as related to fundraising for institutional goals include:
maintain the office’s extensive electronic files;
handle internal tracking and distribution of institutional proposals, reports, and correspondence;
collaborate with office colleagues to manage the office’s data, ensuring thorough and accurate data entry, cleaning data as necessary;
establish accounts for and administer online proposal submissions;
proof and produce final drafts of proposals and reports;
update and draft supplementary proposal material; and
track funds received and writing receipt letters.
Essential Job Functions/Responsibilities:
Work closely with the Director to coordinate and review proposals, including tasks such as careful and detailed proofing and editing of multiple drafts of proposals for submission by the college, reconciling edits and versions from multiple sources, and ensuring submission by external deadlines.
Scrutinize program guidelines during the preparation of grant proposals and revise proposal components to ensure adherence to often extensive and detailed funder guidelines while under deadline pressure when mistakes can result in proposals returned without review.
Develop and maintain knowledge of college history regarding institutional grants, understand and manage the budgeting process (including developing and monitoring of grant budgets), and recognize and propose interventions to ensure college compliance with grant requirements.
Gather and prepare confidential information for use in proposals, i.e., salaries, personnel information, gift capacity.
Assist in securing internal approvals, often from the President or Provost.
Support development and submission of reports and various projects as needed by consulting with faculty and administrative staff: reviewing published works and data; identifying and contacting resources outside the college; interpreting data; creating report documents, charts, and tables.
Provide careful record keeping in various office systems including Advance, Workday, and OnBase; send reminders to stakeholders who are responsible for grant reporting; track reporting requirements to ensure timely and accurate reporting.
Develop thorough and detailed knowledge of funders’ online application systems such as Research.gov, grants.gov, Fluxx, and others.
Additional Job Responsibilities:
Actively maintain electronic files, handle mail; communicate by phone and email with parties within and outside the college; maintain grant-information spreadsheets (grants awarded, monies received, proposals outstanding, award allocations), and produce grant reports for distribution to senior administration and other stakeholders.
Work with Gift Accounting regarding allocations of grants.
Schedule meetings and appointments on the Director's calendar.
Pursue training and development opportunities at and beyond the college, including those offered by significant funders (e.g., the National Science Foundation) and communities of practice (i.e., CLASP).
Describe Supervision Received and Exercised:
This position will be directly supervised by the Director.
Initiate and follow to completion discrete tasks such as research related to grant proposals, including making independent decisions as the best sources of key information and conferring and consulting with others on and off campus (e.g., IRA, HR, Provost’s Office).
Serve as a resource, with the Sponsored Grants Specialist, on federal grants systems such as Research.gov,, eRA Commons, ASSIST, and grants.gov.
Education/Experience/Skills (supported by job duties):
3-5 years of relevant administrative experience.
Excellent word processing, proofreading/editing, telephone, and public relations skills, with a thorough knowledge of Microsoft Office and/or Google Drive.
General familiarity with computer systems and tools, including online resources and databases and specialized software such as Slack and Adobe Acrobat; able to quickly learn new online systems.
Comfort with prioritizing and simultaneously balancing numerous projects of varied scope, timing, and intensity, and with the pressures of external deadlines.
Detail oriented, tactful and persistent, able to establish and maintain effective organizational processes and relationships.
Capacity to vary working style as needed – working independently or taking direction from others inside and outside of the office.
More than five years of administrative experience in higher education.
Salary and Benefits: This is an non-exempt level position. The selected finalist’s salary will be based on the candidate’s qualifications, internal pay structure, and our overall compensation package. Carleton offers a generous benefits package, including comprehensive medical, dental, and vision insurance, 403(b) retirement plans with a 10% employer contribution with immediate vesting, health savings account with college contribution, a generous paid time off, as well as access to many other campus amenities.
Carleton College is an AA/EEO employer. We are committed to developing our staff to better reflect the diversity of our student body and American society. Members of underrepresented groups are strongly encouraged to apply.
Carleton is a private liberal arts predominantly residential campus with nearly 2000 students and 800 faculty & staff. Founded in 1866, Carleton College is an independent and highly selective liberal arts college with a diverse and exceptionally able student body, a talented faculty whose first priority is teaching, and a continued commitment to the liberal arts. A four-year college, Carleton offers the Bachelor of Arts degree. Its students can choose from 37 majors and 15 concentrations in the arts, humanities, natural sciences, and social sciences.Carleton College occupies more than 1,000 scenic acres of campus, arboretum, over 100 campus buildings, and athletic fields. Located in Northfield, Minnesota, 40 miles south of Minneapolis and St. Paul, Carleton offers access to the cultural advantages of a major metropolitan area.