Executive Administrative Assistant/Grants Coordinator

Executive Administrative Assistant/Grants Coordinator


Alamance Community College
1247 Jimmie Kerr Road
Graham, NC 27253
Phone: 336-506-4222

Job Location

Main Campus, Graham NC


Depends on Qualification


Full Time

Job Category

  • Executive/Administrative/Managerial

Application Period

Opens: Friday, August 27, 2021
Closes: Friday, September 24, 2021

Target Start Date

Friday, October 1, 2021

Expected Work Hours


Reports to

Executive Director

Employment Type

Full-Time Non-Exempt

Minimum Qualifications

Required Competencies:

  • Excellent verbal and written communication skills and be able to write professional letters, memorandums, reports and other literature as may be necessary.
  • Competency in use of current office methods, procedures, and equipment.
  • Proficiency in MS Office products and have experience using word processing, developing spreadsheets, and using database software applications.
  • Exceptional organizational skills.
  • Ability to work independently and quickly acclimate to the College's system of operations.
  • Ability to interface and collaborate effectively with a broad array of constituencies such as internal faculty, staff, administration and students; external governmental agencies, businesses, nonprofit organizations and the general public.
  • Demonstrated history of proven strong work ethic.
  • Typing skills commensurate with the needs of a position at this level
  • The capacity to interpret and apply various policies, laws, and regulations pursuant to the operations of the College.
  • The ability to work independently in the absence of supervision.
  • The ability to analyze situations carefully and adopt effective courses of action.
  • Initiative and the ability to propose solutions to problems.
  • The ability to compile and maintain complex and extensive records, and reports.
  • Knowledge of and sensitivity to educational, political and social issues.

Preferred Qualifications


Position Description

Under general direction, the Executive Administrative Assistant performs a variety of confidential and complex administrative duties for the Grants Officer and the Executive Director of the Biotechnology Center of Excellence.EXAMPLE OF DUTIES:

  • Maintains the calendar, schedules appointments, and makes necessary meeting arrangements; screens calls and visitors, and refers inquiries as appropriate; responds to requests for information with appropriate instructions, precedents, and regulations; performs grants-related duties; performs routine budget, payroll, and purchasing duties; and provides administrative support to the Grants Officer and the Executive Director of the Biotechnology Center of Excellence. 
  • Uses critical thinking skills to research, analyze data and compile reports; assists with special projects; assists the Grants Officer and the Executive Director of the Biotechnology Center of Excellence with a variety of senior level functions, including but not limited to: updating and maintaining policies and procedures; writing reports, letters, and memorandums; and reviewing and interpreting budgetary data reports, letters and other correspondence.
  • Uses problem-solving skills to assess situations and offer appropriate responses and recommendations for corrective actions pursuant to state, federal and college policies and procedures.
  • Monitors Grants Officer’s and Executive Director’s schedules and email on a daily basis.
  • Answers phones and interfaces with internal and external customers.
  • Initiates and maintains a variety of files and records of information such as personnel, budget, and expense records; maintains manuals and updates resource materials; recommends organization or procedural changes.
  • Supports the Grants Officer and Executive Director by preparing meeting packets, recording minutes, compiling and managing information, and following up on action items.
  • Maintains system for tracking grants and new initiatives.
  • Provides administrative support to the Grants Officer and Executive Director, including preparing agendas, correspondence, assembling materials, taking minutes of meetings as assigned. 
  • Prepares comprehensive reports, compiles budget requests, and recommends expenditure requests for designated accounts.
  • Assists with extensive and critical planning of work of the Grants Officer’s and Executive Director’s Office, ensures follow-through, tracks progress of projects and utilizes effective workflow systems to increase efficiency and effectiveness.
  • Leads and/or assists in the planning and coordination of events to support the Grants Officer’s and Executive Director’s Offices.
  • Manages the Grants Officer’s and Executive Director’s; travel and accommodations, conference registrations, and travel-related plans and documentation.
  • Assists in monitoring office budget for salaries, supplies, travel, or other expenses; monitors expenditures to ensure compliance with approved budget, and assists in developing draft budgets as necessary.
  • Monitors deadlines, status of documentation, scheduled activities, or other issues requiring timely action/response and performs follow-up.
  • Performs other job related duties as may be necessary.
  • The ability to exercise discretion when working with confidential information.
  • The ability to demonstrate sensitivity when handling and maintaining confidential information.
  • Other duties as assigned.
  • Role may require occasional evening and weekend activities.
  • Alamance Community College is an equal opportunity/equal access/affirmative action employer, fully committed to achieving a diverse workforce.

Grant Submission

  • Complete routine sections of grants (under Grants Officer review). SF424, for example.
  • Prepare Grant Notification paperwork for Cabinet review.
  • Secure appropriate application signatures.
  • Schedule, and keep notes on team meetings.
  • Proof grant submissions, ensuring all necessary sections are complete.
  • Format grant submissions according to funder specifications.
  • Creates tables and charts for inclusion in the grant.
  • Keeps library of grant participant information for repeated use:  Faculty CVs, Current and Future Support, etc.)

Grant Reporting

  • Manage reporting schedule.
  • Keep a master file of routine documents (example:  college description).
  • Update and file routine reports.
  • Track monthly expenditures of each grant compared to the approved budget, especially ensuring that expenses fit within budgeted categories, and distribute reports to Principle Investigators.
  • Manage payroll for employees funded by grants.
  • Maintain database of participants in focus groups, camps, and other events.

How to Apply

Candidates selected for an on-campus interview will be asked to take skills tests to assess their writing and skills in the use of office technology.  

An ACC on-line application MUST be fully completed for consideration, which includes a required letter of interest and transcript attachment. Resume attachments are welcome but will not be accepted in lieu of complete application.  Transcript MUST be scanned and attached in order to be considered for this position!  


Executive Administrative Assistant/Grants Coordinator Supplemental Questionnaire
*1.Do you have at least an associate's degree and 5-7 years of related administrative experience?
 Yes     No
*2.Do you have at least a four-year degree in business administration, public administration, communications, public relations or related discipline, and a minimum of three years of successful experience in performing complex administrative support duties (preference for position)?
 Yes     No
*3.Do you have proficiency in the use of MS Office products?
 Yes     No
*4.Do you understand that, if you are selected for an on-campus interview, you will be asked to take skills tests to assess your writing skills and your skills in the use of office technology?
 Yes     No
* Required Question

Job Post Contact

Nicole Rone

HR Specialist

Alamance Community College