Grants Office Assistant - Office & Administrative Specialist Intermediate

Grants Office Assistant

This position supports the full lifecycle of grant management, including preparing application materials, verifying eligibility, tracking corrections, and generating summary reports using the Web Grants system. It also provides administrative support by drafting contracts and correspondence, resolving vendor issues, and coordinating with grantees and internal staff to ensure timely processing. Additionally, the role contributes to agency operations through meeting participation, report preparation, and logistical support for panels and board activities. This position will work most closely with the director of finance and the director of grants administration. With a telework agreement, onsite attendance will be required for team meetings or as requested by management to meet business needs. This position is eligible for up to a 50% hybrid telework arrangement where completion of a telework agreement will be required. Please review the Telework Policy for details.

Minimum Qualifications :

Skills in :

Customer service to provide prompt, courteous, and accurate information to a variety of customers over the phone, in person, and via email.

Typing / Keyboarding, using Microsoft Word or equivalent software, sufficient to produce documents such as emails and other correspondence in an efficient and timely manner.

Data entry to create database records and update entries in a timely manner.

Communicating effectively with internal and external customers.

Preferred Qualifications :

Two or more years of administrative experience.

Previous professional experience in data entry or data management.

Experience using Docusign.

Strong organizational skills.

Ability to manage multiple project components simultaneously.

Ability to work within time constraints and meet deadlines.

General knowledge of other state agencies and / or the Minnesota arts sector.

Experience working with Web grants, other types of grant management applications, or similar products.

Additional Requirements :

Interested applicants must submit a cover letter outlining their interest in and qualifications for this position, along with the online application form. You can upload your cover letter when you apply for the position.

Successful applicants must pass background and employment reference checks prior to employment. A criminal history does not automatically disqualify an applicant, and each case will be reviewed individually in alignment with fair hiring practices.

AN EQUAL OPPORTUNITY EMPLOYER

Minnesota State Colleges and Universities is an Equal Opportunity employer / educator committed to the principles of diversity. We prohibit discrimination against qualified individuals based on their race, sex, color, creed, religion, age, national origin, disability, protected veteran status, marital status, status with regard to public assistance, sexual orientation, gender identity, gender expression, or membership in a local commission as defined by law. As an affirmative action employer, we actively seek and encourage applications from women, minorities, persons with disabilities, and individuals with protected veteran status.

Reasonable accommodations will be made to all qualified applicants with disabilities. If you are an individual with a disability who needs assistance or cannot access the online job application system, please contact the job information line at 651-259-3637 or email careers@state.mn.us. Please indicate what assistance is needed.