VASG Business Operations and Grants Specialist

William and Mary, United States

Updated: about 1 month ago
Location: Williamsburg, VIRGINIA
Job Type: FullTime
Deadline: 01 Apr 2024

Position Information
Position Information


Position Number 00342V
Position Title VASG Business Operations and Grants Specialist
Employment Category Full Time Operational
Location VIMS - Gloucester
Department 112100 VA Sea Grant Office
Unit Mission Statement
Virginia Sea Grant (VASG) is a seven-university coalition, headquartered at the Virginia Institute of Marine Science (VIMS) at William & Mary (W&M), and composed of the University of Virginia, Virginia Tech, George Mason University, Old Dominion University, Virginia Commonwealth University, and Norfolk State University. Together we work to improve coastal ecosystems, coastal communities, and working waterfronts by financially supporting researchers, graduate fellows, extension members, and interns. Alongside these universities and a variety of other partners, VASG serves as an “honest broker” to spread useful, unbiased, and science-based knowledge to a wide variety of audiences and constituents. VASG’s efforts support the Commonwealth of Virginia, the region, and the nation.
Position Summary
Reporting to the Associate Director, the Business Operations and Grants Specialist supports Virginia Sea Grant (VASG) staff with financial operations, grant proposal production, event planning, project reporting, data entry and management, and general office administration.
Specific responsibilities include (but are not limited to):
  • Provides financial operations support for the procurement of goods and services, travel, and financial tracking.
  • Assists staff with assembly of grant proposals and coordination with VIMS Office of Sponsored Programs.
  • Provides logistical support for meetings, training sessions, workshops, and other VASG sponsored events.
  • Provides administrative support for federal and state reporting.
  • Provides technical assistance with online reporting.
  • Maintains and updates project management and stakeholder contact databases.
  • Assists with personnel hiring process and office administration.
  • Provides other administrative support for VASG staff and projects, as needed.
Conditions of Employment
  • This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act and university policy.
  • This position may be subject to overtime during high peak times, etc. as directed and pre-approved by the supervisor.
  • Travel in the state, regionally, and nationally may be required.
  • This is a restricted position subject to the availability of funding.
Essential Designation No
FLSA Non-Exempt
Position Restricted? Yes, the appointment is limited due to funding availability
Position Term 12 month - Continuing
Position Months
Required Qualifications
EDUCATION:
Relevant Associate’s degree, or the equivalent combination of education and experience.
COMPETENCIES:
  • Detail-oriented and customer service-oriented with strong organizational skills.
  • Familiarity with general accounting and business processes and procedures, (e.g., reconciling expenses, monitoring budgets).
  • Ability to work independently and demonstrate proactive initiative; requiring minimum oversight, with the ability to remain flexible in a changing environment.
  • Strong trouble-shooting skills and coordinating multiple projects/activities concurrently in a dynamic, fast-paced environment.
  • Ability to provide meeting planning and logistical support services with an emphasis on collaboration and customer service.
  • Proficiency in MS Office software applications, data entry and management tools, and web-based meeting databases.
  • Excellent written and communication (oral, listening, presenting, and speaking) skills.
  • Ability to work effectively in a team setting, supporting team members to advance larger activities and initiatives.


EXPERIENCE:
  • Experience supporting financial and/or business office operations.
  • Demonstrated experience supporting meeting planning and/or customer relations operations.
  • Demonstrated experience managing multiple projects with competing deadlines.
Preferred Qualifications
EDUCATION:
Bachelor’s degree in business, finance, information management, or other related field, and relevant experience.
COMPETENCIES:
  • Analytical skills, with ability to understand broad financial, customer relations, and project reporting needs and goals.
  • Strong office management skills and experience.
  • General knowledge of federal, Commonwealth of Virginia, and university rules and regulations as they relate to procurement, personnel, events, and financial policies.
  • Working knowledge of grant administration and financial management with the ability to prepare proposal budgets, assemble proposal materials, and support assistance with proposal production, review, and submission.
  • Proficiency in customer relations software applications and data management, (e.g., Customer Relationship Management (CRM) systems).
  • Proven skills in compiling and analyzing data, tracking outcomes and impacts, with the ability to report in a variety of formats.


EXPERIENCE:
  • Substantive experience in analyzing data from a variety of sources and compiling it into easily understood reports.
  • Grant administration, customer relations, information and database management, and event planning and coordination (virtual and in-person) experience are desired.
Is the position remote work eligible? Hybrid (works remotely at least 1 day per week but not full-time)
Remote Work Disclaimer
Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.
Advertised Pay Range Up to $48,500 commensurate with experience
Advertised Pay Range Statement
University Salary Range U06
Benefits Summary Statement
William & Mary offers our employees a full array of benefits including retirement, health insurance with options for expanded dental and vision along with group and optional life insurance with coverage for spouse and children, flexible spending accounts, and an EAP (Employee Assistance Program).
Our employees enjoy additional university benefits such as educational assistance, professional development, wellness benefits, and a robust holiday schedule. All employees have access to fitness facilities on campus. Staff members also have access to the university libraries, and much more. To learn more, go to: https://www.wm.edu/offices/uhr/benefits/index.php?type=none
Job Open Date 01/22/2024
Review Begin Date
Job Close Date 04/01/2024
Open Until Filled No
Special Application Instructions
Background Check Statement
William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.
EEO Statement
William & Mary values diversity and invites applications from underrepresented groups who will enrich the research, teaching and service missions of the university. The university is an Equal Opportunity/Affirmative Action employer and encourages applications from women, minorities, protected veterans, and individuals with disabilities.

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