If you have any questions about the position or our application process, reach out to us at recruiting-u@smith.edu.

This is a temporary assignment that willstart immediately and last through the summer. It is a 35 hour per week position. There is the the potential for a hybrid schedule, but the person in the role would need to have the ability to be on campus a few days a week.

Position Description/Summary:

The Grants Coordinator supports the operations of the Grants and Sponsored Research Office (GSR), which oversees Smith College's institutional fundraising and sponsored research support for faculty, managing submissions to and awards from a range of foundations, corporate philanthropies, and government agencies. The Coordinator is the principal team member responsible for entering data about grant activity and contacts with funders and collaborators into college information management systems, including Salesforce and Workday. The Coordinator maintains records related to grants according to established guidelines and generates periodic reports on grant activity and upcoming deadlines. The Coordinator helps compile and enter updates to GSR's web-based and faculty grant seeker resources, working with ARD and College Relations staff as appropriate, and conducts research on funders and grant opportunities as requested by GSR colleagues and faculty. As requested, the Coordinator assists with the production of correspondence and stewardship reports and provides proofreading support to GSR for proposals, proposal budgets, and reports. In addition, the Coordinator provides general administrative support to the office, including the scheduling of meetings, ordering of office supplies, the dissemination of documents and correspondence, and other duties as assigned. The Coordinator takes appropriate actions to support a diverse workforce and participates in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Principal Duties and Responsibilities

Data Entry and Information Management: with guidance from the Director and Assistant/Associate Directors, maintains Grants Office records in Salesforce and Workday, along with limited paper records. Primary staff responsible for the entries of proposals, awards, and contact data in those systems. Primary office liaison on database issues and questions. Generates reports on Smith institutional and sponsored research grant activity and collaborations. Carries out administrative support tasks related to proposal preparation and award administration as assigned.

Website and Grant-seeking Resources Maintenance and Support: Working in partnership with the Associate Director of Advancement Communications, tracks and implements scheduled updates and enhancements to GSR website (e.g., faculty grant awards, links to funder websites). Updates tip sheets, institutional boilerplate documents, award information, and other web content developed by GSR staff, communicating with other offices on campus to obtain needed information. Works with the Associate Director of Advancement Communications and College Relations as appropriate to request updates to website permissions and design.

Online Research and Dissemination: Helps faculty and GSR colleagues locate information about funding sources using Grant Forward, Pivot, and other online resources as requested. Searches websites and makes targeted inquiries to learn more about funding history and grant-related policies at other institutions. Posts relevant opportunities to GSR website. Researches corporate and foundation staff and trustees.

Stewardship Support: Assists with the preparation of foundation scholarship and other stewardship reports. Gathers information about students and programs supported by grant funding, and compiles information about Smith needed for reporting. Tracks student and alumnae outcomes for reporting to funders as requested. Drafts selected reports following established templates.

General administrative support: Helps to organize shared work spaces and orders office supplies as needed. Assists the Director and team with meeting scheduling, site visits, and the dissemination of proposals and preparation of reports. Assists the Associate Director for Sponsored Research with annual appointment letters for compliance committees. Proofreads proposals, reports, and correspondence as requested to ensure they are free of errors. Proofreads budgets as requested to check calculations and consistency of proposal budgets and reviews budget spreadsheets against the narrative justifications that accompany them to ensure they match. Takes notes at departmental meetings as requested.

Performs other duties as requested.

All employees participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Education:

Required: Bachelor's degree or an equivalent combination of education and/or experience.

Experience:

Required:

• At least two years of office experience, preferably in an educational or nonprofit setting.

• Experience entering and tracking information in enterprise-level and departmental systems.

• Strong organizational and communication skills.

• Ability to interact cordially and effectively with a diverse community of faculty, staff colleagues, and students.

• Ability to work independently, seeking clarification as needed but completing tasks without constant close supervision.

• Ability to manage multiple projects and to respond flexibly to shifting priorities.

• Ability to meet deadlines while maintaining work accuracy.

Preferred:

• Experience tracking activity with Workday (strongly preferred), Salesforce and/or Banner.

• Facility working with Microsoft Office (especially Excel), Google applications, and Adobe Reader.

• Experience working with budgets.

• Ability to proofread documents and spreadsheets with a high degree of accuracy.

• Experience maintaining websites.

Please attach/upload a current resume and cover letter in order for your application to be considered for this position.

Position Type:

Located in Northampton, MA, Smith College is one of the largest women's colleges in the country and is dedicated to excellence in teaching and research across the liberal arts. A faculty of outstanding scholars interact with students in small classes, as advisors, and through student-faculty research projects. The College is a member of the Five College Consortium with Amherst, Hampshire and Mt. Holyoke Colleges, and the University of Massachusetts Amherst.Students cross-enroll and faculty cross-teach across the Five Colleges.

As set forth in our mission and values, Smith College is committed to promoting a culture of equity and inclusion among students, staff and faculty. The College will not discriminate in employment on the basis of age, race, color, ethnicity, national origin, creed, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, genetic information, age, veteran status, physical or mental disability, or any other classification protected by law. Smith College is an equal opportunity employer and complies with all state and federal laws that prohibit discrimination.