Job Details

Administrative Assistant I - Grants Department

Position Number: 9889988
Location: Brockton, United States
Position Type: Sponsored Programs, Grants, and Contracts

Administrative Assistant I - Grants Department

Location: Brockton, MA Category: Support Staff Job Type: Full-time Posted On: Fri Oct 9 2026 Job Description:

The Administrative Assistant I reports to the Executive Director of Grants and provides administrative support for the Grants Department's pre-award and post-award activities. Under general supervision and established College and funder procedures, the position assists with grant budgets, purchasing, proposals, reporting, electronic submissions, records management, and departmental operations. The position exchanges information and coordinates routine administrative activities with faculty, staff, project directors, the Business Office, vendors, funding agencies, and external partners.

Responsibilities and Duties:

Provide administrative support to the Executive Director of Grants, regarding routine grant forms, purchasing documentation, submission requirements, deadlines, meetings, and other grant-related administrative processes.
Assist with the preparation of grant budgets and budget amendments under the direction of the Executive Director of Grants.
Maintain Grants Department resources, forms, calendars, procedures, announcements, and portal information; assist with distributing grant opportunities, resources, and deadline reminders to the College community.
Perform general administrative duties necessary to support the Grants Department and apply the Commonwealth's Equity Agenda and related best practices throughout assigned responsibilities.
Maintain and track Grants Department budget and budgets of funded grants; reconcile expenditures using College systems, spreadsheets, and Business Office reports.
Process and track grant-related purchase requests, purchase orders, and other financial records.
Maintain calendars and tracking systems for grant proposals, awards, reports, renewals, amendments, budgets, contracts, purchases, meetings, and other deadlines; provide reminders and follow up on outstanding documentation and approvals.
Organize grant application and reporting materials; review documents for completeness, formatting, signatures, and established submission requirements.
Route contracts, memoranda of agreement, and other documents for institutional review and signature; track approvals and maintain appropriate records.
Create and maintain electronic grant files, databases, spreadsheets, and tracking in accordance with departmental procedures, funder requirements, and record-retention expectations.
Assist with monitoring proposal status, grant expenditures, purchases, reporting deadlines, and outstanding documentation, and with maintaining and improving departmental administrative procedures and processes.
Perform other duties as assigned.

Job Requirements:

Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in office management, office administration, business administration, or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration, or program management, (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. An Associate's or higher degree with a major in business administration, business management, or public administration may be substituted for the required experience. *

II. An Associate's or higher degree with a major other than in business administration, business management, or public administration may be substituted for a maximum of one year of the required experience. *

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Preferred:

Working knowledge of the Microsoft Office Suite, especially Word, Outlook, and Excel.
Ability to work constructively with a diverse workforce and student population.
Capable of working independently as well as part of a team.
Strong planning, verbal, and written communication skills.
Experience in higher education, grants administration, public agencies, or other deadline- and compliance-driven environments.
Experience with Banner, Argos, or comparable financial, reporting, or database systems.
Experience processing purchasing, invoices, contracts, and approval documents.
Experience maintaining electronic records, calendars, databases, and tracking systems.
Demonstrated ability to work effectively with diverse populations.
Experience supporting grant budgets, deadlines, funding portals, proposals, reports, and related documentation.
Demonstrated ability to manage multiple projects and competing deadlines while effectively prioritizing tasks and responsibilities.
Effective communication and interpersonal skills, with the ability to work collaboratively across college departments and functional areas.

Additional Information:

Position Status: Full-Time, State Funded with Benefits, AFSCME Council 93, Local 1067 - Unit I

Classification Specifications: https://www.mass.edu/forfacstaff/classificationspecs/home.asp

Hours: 37.5 hours per week, Monday - Friday

Salary: Grade 15 - $2,152.054 bi-weekly ($55,965.91)

Worksite: Assignments will include all Massasoit sites and additional locations as necessary.

Deadline to Apply: October 25, 2026

To apply, visit http://massasoit.interviewexchange.com/jobofferdetails.jsp?JOBID=205662