Portland Community College | Portland, Oregon Portland Community College

Grants Specialist

  • Title: Grants Specialist
  • Class: Classified
  • Exempt Status: Non-Exempt
  • Grade: 17

Nature and Scope of Work

Under the direction of the Grants Manager performs a wide range of key functions necessary to the grant development process. Responsibilities include conducting research, preparing budgets; writing and editing components of grant proposals requiring advanced job skills. Incumbents in this job classification identify and contact appropriate data sources both within and outside the College to obtain supporting data for grant proposals, analyze data and prepare it in charts or graphic form for use by the Grants Officers. Job requires well-developed written and verbal communications skills to exchange technical and complex information. Work results impact the accuracy, reliability and acceptability of data used in the College’s grant seeking efforts. Work involves managing multiple priorities and planning and organizing to meet established deadlines. Responsible for journey-level work output on an independent basis subject to supervisory direction and review.

Principal Accountabilities

  1. Researches, analyzes, compiles and presents complex data from a variety of sources in order to communicate and reinforce difficult concepts and to communicate large amounts of quantifiable data for grant proposals. Data is presented in a variety of formats such as graphs, maps, charts, illustrations, tables, diagrams, flow charts, plain text and other formats as needed.
  2. Prepares complex grant budgets in a variety of formats. Develops, implements and maintains the budget spreadsheet template and budget narrative template for use by Grants Officers and College deans.
  3. Reviews PCC budget and personnel policies; federal, state and local laws and regulations; and funding agency policies such as National Science Foundation Grant Policy manual to determine how they relate to budgeting for specific grants.
  4. Maintains the necessary records, files, reports, databases and resource material pertinent to grants office activities to ensure effective Grants Office operation and compliance with federal, state and local regulations.
  5. Writes sections of grant proposals such as budget narratives, personnel and College description sections. Edits private foundation proposals. Drafts letters of commitment from deans, program directors, and external partners. Creates and/or gathers supporting material for grant proposals such as job descriptions, resumes, maps, organizational charts, bibliographies, tables of contents and forms.
  6. Researches funding sources and disseminates information on funding opportunities to other Grants staff.
  7. Develops, implements and monitors the Grants Office external and internal websites. Creates online interactive surveys and captures the results in spreadsheet format.
  8. Performs a variety of administrative support activities to ensure the Grants Office financial, personnel and proposal requirements are met in a timely manner. Prepares and processes requests for hiring, purchasing, payroll and travel.
  9. Coordinates the work of other office support staff assisting with grant related projects.
  10. Performs special projects and other related duties as assigned.

Work Environment

Work is performed in a standard office environment. Exposure to video display terminals occurs on a regular basis. Tight timelines, work flow disturbances, extended hours and irregularities in the work schedule are expected and occur on an intermittent basis. Occasional travel to PCC campuses and other facilities requires the use of a personal vehicle.

Physical Requirements

Learned physical skills are required to perform keyboarding and ten-key functions. Minimal physical exertion is required. Occasional lifting, guiding, and/or carrying of lightweight materials or equipment.

Minimum Qualifications

Associate’s degree or two years of college level course work in business communications, English, journalism or related area. Experience performing the duties described above may substitute for the degree requirement or college level coursework on a year for year basis. Two years of related experience preferably in the area of grants and contracts development/management, fundraising or public affairs. Must be proficient using spreadsheet, word processing, database and presentation software and must have experience integrating software applications to produce complex documents. Demonstrated experience in HTML coding and/or web specific software is required. Must have knowledge of techniques used for online database research. Must have the ability to learn and apply knowledge of all pertinent federal, state and local regulations. Ability to communicate effectively both orally and in writing and establish and maintain effective working relationships.

Reviewed: 12/18

  • New: 01/04