Grants Operations Assistant

The Grants Operations Assistant provides administrative and operational support to the Grants Office, assisting the Grants Coordinator and Grant Accounting Analyst with documentation, tracking, reporting preparation, and workflow coordination activities. The position supports established grant processes by helping maintain accurate records, monitor deadlines, coordinate submission materials, and support compliance-related documentation requirements.

This position reports to the Director, Grants Development and Operations.

Key Institutional Contributions

• Grant documentation, records, and tracking systems are maintained accurately and in accordance with established procedures and reporting requirements.

• Grant submission, reporting, and workflow processes are supported through timely coordination, organization, and tracking of required materials and deadlines.

• Grants Office operations are supported through effective administrative coordination, records management, and communication support activities.

• Compliance-related documentation and grant records are organized and accessible to support institutional and grantor requirements.

Administrative & Operational Execution (50%)

• Maintain grant documentation systems by organizing records, managing files, and ensuring data accuracy and completeness

• Support grant application and reporting processes by compiling materials, preparing documentation, and assisting with submission readiness

• Track grant timelines by monitoring deadlines, deliverables, and reporting requirements to support timely completion

• Support financial and compliance documentation by assisting with budget tracking, expenditure documentation, time and effort records, reimbursement support, and audit material preparation under direction

• Maintain grant systems and tools by entering data, updating records, and supporting templates and reporting platforms

• Coordinate grant-related meetings and communication with internal staff and stakeholders

• Serve as a primary contact for routine requests related to grant documents, updates, and information

• Support communication follow-up for deadlines, submissions, and documentation needs

• Assist with coordination between Grants Office staff, departments, and external partners

• Review grant materials for completeness using established procedures and checklists

• Identify missing, inconsistent, or incomplete documentation in grant workflows

• Prioritize assigned tasks based on deadlines and operational needs

• Apply established guidelines to ensure accuracy and compliance in routine support activities

• Support coordination of grant workflows across application, active grant management, and close-out phases

• Track timelines, deliverables, and milestones to support grant process continuity

• Maintain updates to tracking systems and workflow tools as directed

• Generate basic status reports on grant activity, deadlines, and documentation progress

• Provide general administrative support to the Grants Office

• Support departmental projects and process improvement activities as assigned

• Participate in training and development related to grant systems and processes

• Perform other duties as assigned in support of departmental operations

Required:

• Equivalent combination of education and relevant administrative experience in business administration, accounting, finance, grants support, or related office environments
• 1-2 years of experience in administrative support, grants support, accounting support, bookkeeping assistance, or data-intensive office operations in a structured environment
• Basic understanding of financial or accounting concepts such as budgets, expenditures, reconciliations, and expense tracking
• Experience working with financial or administrative systems, including data entry and maintaining accurate financial or program records
• Ability to follow structured procedures related to financial documentation, participant/client data tracking, reporting support, and recordkeeping
• Strong attention to detail with the ability to identify discrepancies or missing information in financial or administrative records
• Ability to manage multiple deadlines and support time-sensitive financial and reporting workflows
• Strong written and verbal communication skills for coordinating documentation and information requests

DIVISION/LOCATION: Business Office/ Grants Development & Operations/ Kenosha
COMP GRADE: F
FLSA DESIGNATION: Non-Exempt
CONDITIONS OF EMPLOYMENT:

• Candidates must be legally authorized to work in the United States on a permanent basis. Verification of employment eligibility will be required at the time of hire. Visa sponsorship is not available.
• Engage in district-wide travel to support students and foster collaboration with Gateway faculty and staff.
• Employment is contingent upon an acceptable background
• Flexibility is needed to accommodate day, evening and weekend student & business needs

Gateway will not discriminate against any employee, applicant for employment, student, or applicant for admission based on race, color, national origin, ancestry, sex, sexual orientation, creed, religion, political affiliation, marital status, parental status, pregnancy, disability, age, membership in any reserve component of the armed forces, union affiliation, arrest and conviction record, or any other protected category under applicable local, state or federal law.