Coordinator, Grants Management - District Office
PRIMARY FUNCTION: Responsible for supporting the Office of Grants Management (OGM) by performing operational, administrative, analytical, and office clerical functions that ensure effective grant administration, regulatory compliance, accurate data collection and reporting, audit support, and efficient office operations.
Supports a variety of OGM functions and provides cross-functional assistance for operational needs and staffing gaps across all OGM teams-Grant Administration, Pre-Award, and Post-Award-to ensure the smooth and efficient operation of the office. Supervises the part-time Administrative Assistant.
Essential Job Functions:
- Performs a variety of operational, administrative, analytical, and clerical functions to support the efficient operation of OGM. Provides flexible support across OGM functional areas to fill operational gaps resulting from staffing shortages and changing workload demands. Responsibilities include processing journal vouchers (JVs), drafting grant financial reporting, and supporting the creation and improvement of OGM internal forms, documentation, procedures, and workflow processes to strengthen operational efficiency, consistency, and compliance.
- Coordinate audit process and documents required for grant audits with SDGM, Director of Grant Program & Compliance (DGPC), and Grants Accounting Manager (GAM). Assist external auditors for the audit process coordination as needed. Organize and maintain records, documents, and data for audits.
- Assist DGPC for Grant Opportunity monitoring process, pre-proposal form, and Grant dashboard system. Update the grant opportunity data in the grant tracking system and generate the report as needed.
- Assist with training new OGM staff for internal grant process overview, forms, and basic Banner system.
- Research and collect necessary data from internal and external resources for pre-award team. Maintain, monitor, and analyze data for grant proposals required for pre-award grants. Responsible for Grant Payroll data/dashboard processing.
- Responsible for updating and maintaining OGM external and internal webpages and grant newsletter.
- Work with GAM, SDGM, DGPC and other departments for Sub-Recipient Monitoring Review/Audit process annually.
- Responsible for monthly grant P-card transaction process including communication with Business Office for the P-card report. Manage monthly DOE cash drawdown requests to the Business Office and process payment transactions posting and CRN invoice payments as needed.
- Manage and maintain office workflow efficiency by supervising part-time staff in scheduling and assigning office projects to expedite work tasks of the office.
- Manage office operations with regard to supply inventory, office relocations, maintenance request & scheduling, work order, etc. Coordinate internal and external meetings and events, setup, communication, and daily clerical tasks as needed. Organize and maintain grant documents in the shared folder or group network drive for the office. Post Journal vouchers (JVs) and upload supporting documents (Xtender) in Banner.
- Manage the new grant award set-up process including set-up in the Banner system, forms, and grant PI binder documents, and the close-out process for post-award grants.
- Oversee or create requisitions for OGM and/or grant programs as needed.
- Oversee the record maintenance and retention for grants and work with the Record Retention Manager.
- Assist in updating and/or creating new OGM internal procedures as needed.
- Coordinate, schedule, and test Grant PI certification trainings
- and provide the certification. Assist SDGM, DGPC, DGD and GAM for grant PI training as needed.
Additional Job Functions:
- Performs other related duties as assigned.
- Organize documents in shared drive for the office.
Knowledge, Skills and Abilities:
- Ability to demonstrate the College values.
- Compose correspondence independently using good business vocabulary, concise, presentation, and excellent written, editing, researching, analyzing and communication skills internal and externally.
- Intermediate skill level in Microsoft Office - Word, Outlook, Excel & PowerPoint.
- Excellent time management skills and ability to multi-task and prioritize work.
- Good organization skills and the ability to work under pressure to tight deadlines.
- Attention to detail and problem-solving skills.
- Ability to work with minimum supervision, manage multiple priorities simultaneously and function collaboratively in a team environment.
- Good at absorbing information quickly
- Ability to interact with all levels of internal leadership as well as other department staff.
- Able to make judgments and decisions to keep office functioning smoothly in absence of supervisor.
- Knowledge of communications media and telecommunications technology
- Adaptable and able to build rapport with individuals across all levels and backgrounds.
- Excellent planning, researching, organizational, and technical troubleshooting skills.
- Excellent verbal and written skills
Required Education:
- Associate degree or equivalent coursework
Preferred Education:
- Bachelor's degree in business, office administration or a related field
Required Experience:
- Five years of progressive office clerical or administrative support experience, two years of which is in grants or a related field.
Preferred Experience:
- Three years of writing experience (journalism, marketing, grant-writing, etc.)
- One year of research experience
- One year of Ellucian Banner system experience
- One year of experience in accounting
Salary Grade: 111 Salary is based on the Board-approved salary schedule for the current fiscal year. See Salary Schedule Requisition Number: req6351 Posting Close Date: 7/28/2026 at 6 pm CST
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San Jacinto College
Jul 15, 2026