West Hills Community College District

Grant Writer/Award Coordinator

Classified Management Range 28

Hiring Range: $73,198 - $77,655

Full Range: $73,198 - $95,506

Summary

The Grant Writer/Award Coordinator is responsible for award management, including collaboration with key stakeholders to develop proposal concepts, write and edit, develop workplans and budgets, document partners and commitments, and submit grant proposals. This position serves as primary award management contact for Principal Investigators (PI), Project Directors (PD), administrators, and employees throughout the West Hills Community College District (WHCCD) and serves as the lead scribe to capture and elaborate educational and/or training goals and objectives. Reporting to the WHCCD Grants Director, the successful candidate must be equity-minded, integrate diversity, equity, and inclusion (DEI) practices in grant projects, and be committed to working closely with key stakeholders to advance institutional equity and close achievement gaps for diverse students and communities.

Distinguishing Career Features

The Grant Writer/Award Coordinator provides administrative and writing support to source, develop, propose, and secure funding sources for new, ongoing, and one-time commitments that meet institutional priorities. The Grant Writer/Award Coordinator monitors proposal processes, develops, and coordinates proposal frameworks, generates high-quality presentations, and writes key components and sections of proposals.

Essential Duties and Responsibilities

Grant Writing 

• Present, write, edit, and organize grant proposals and supplemental documentation in a culturally responsive, concise, and well-organized manner; establish project metrics, timelines, and deliverables with PI/PD to ensure equitable outcomes are applicable and attainable.
• Work closely with WHCCD Accreditation, Research, Institutional Effectiveness, and Planning Department to gather data and establish test/control student groups for evaluative measures.
• Organize and effectively coordinate combined research documentation used to build/submit reports/proposals; manage shared grant workspaces and develop logic models that compile and illustrate project elements and outcomes.
• Utilize Cayuse grant management software to catalog, store, update, and report on all grant activity; train college and district staff on Cayuse implementation and management.
• Request, catalog, and address grantor/sponsor reviewer panel comments for submitted proposals; remain current on necessary records, files, reports, databases, and resource materials pertinent to grants office activities.
• Conduct a first review of grant proposals for diversity, equity, and inclusion, clarity, and conformity with funding program priorities, and compliance with the policies and outcomes required by grantor agencies.
• Submit grant proposals to WHCCD Grants Director for review/approval; respond to internal and external queries regarding drafted and submitted proposals.

Award Operations

• Monitor activities of various potential funding partners, government agencies, and private and corporate foundations to verify the availability of funding sources.
• Maintain funder records and supplemental documentation in Cayuse grant management software and other cloud-based services.  
• Research and analyze new funding opportunities and incoming requests for proposal or application; assist the Director in prioritizing potential funding opportunities and inform appropriate and interested campus and external stakeholders of availability of funds and funding requirements.
• Effectively communicate grant application information to administrators, faculty, staff, students, trustees, and external partners; build, route, and collect signatures for grant pre-approvals before writing/submission of grants.
• Assist with organizational meetings with faculty and staff to discuss guidelines, generate ideas, design projects, and write sections of the proposal.
• Draft correspondence, agreements, and contracts for project stakeholders and consortium members as needed.
• Contribute to and develop ongoing improvement of grant writing/reviewing processes among all partners.
• Assist with growing a network of contacts to funding agencies and collaborating organizations; manage routine and ad-hoc grant proposals annually.
• Provide training, technical assistance, and communication to district and campus stakeholders related to grant writing and development, including policies, procedures, regulations, and grant formats, grant terminology, and grant management.
• Remain current on grant and funding trends and opportunities.
• Develop consistent communications to grantors, including web pages that offer current and relevant information and status.
• Perform other related duties as assigned or delegated by the assigned administrator.

Budget Development

• Write budget details, summaries, and narratives in accordance with institutional sponsor/grantor guidelines; work closely with the district Business Office to develop audit- compliant budgets.
• Perform regular financial needs analysis in collaboration with project PIs/PDs; collaborate with the district Business Office and Human Resources to project staffing expenditures.
• Identify, develop, and source quotes for project equipment, supplies, contracts, and services following local, state, and federal procurement standards.
• Assist and coordinate development and recommendation of budget elements for grant proposals; estimate total cost of ownership of potential projects and document institutional/external in-kind match and financial commitments.

Qualifications

• Uniform Guidance 2 CFR Part 200.
• Grant resources and opportunities for higher education from sources such as, but not limited to philanthropic, civic, federal, state, local, and governmental agencies.
• Write and build comprehensive multi-disciplinary grant narratives and budgets.
• Understand and interpret complex federal, state, and grantor guidelines and regulations.
• Microsoft Office Suite and cloud-based business and/or grant software.
• Ellucian or similar Enterprise Resource Planning (ERP) system to process department financials and source student or program data.
• Cloud-based collaborative software like Cayuse, OneDrive, Teams, and others.
• Grantor submission portals like grants.gov, research.gov, nova.cccco.edu, and others.
• Federal programs and state regulations related to grant-funded programs.  
• Analytical, organizational, and planning processes.
• Demonstrated proficiency in oral and written English.
• Demonstrated proficiency in math skills to prepare cost summaries and monitor budgets.
• Interpersonal skills using tact, patience, and courtesy.
• Technical subject matter information and be persuasive in presentations to individuals and teams.
• Read, interpret, apply, and explain rules, regulations, policies, and procedures.
• Develop and advance productive relationships with college employees, grant funding organizations, and co-workers.
• Prepare proposals that integrate goals, tasks, activities, and deliverables/outcomes.  
• Develop new/combine novel and unique concepts to produce logical written narrative structures.
• Research, write narrative, and cite data demonstrating service area needs using common writing styles (i.e., APA, AMA, MLA, Chicago style, etc.).
• Use grammar, syntax, semantics, and word/sentence structure in written language proficiently.
• Utilize moderately complex information and synthesize across multiple sources to produce new materials for diverse audiences and applications.
• Prepare, format, and assemble proposals that have visual appeal to readers.  
• Demonstrate sound judgment and creativity in the application and interpretation of grant proposal requirements.  
• Write in a professional manner, proofread and edit accurately, and compile presentation-quality reports.
• Organize and monitor multiple projects.  
• Prepare and deliver oral presentations. Supervise and direct assigned staff.
• Work independently with little direction. 

Position requires ordinary ambulatory ability to move to locations on-and-off campus. Requires sitting and operating a keyboard to enter data into a computer terminal for extended periods of time.  Requires hand-eye-arm coordination to use a personal computer and keyboard at an advanced rate. Requires auditory ability to carry on conversations in person and over the phone and to conduct public speaking to large audiences.  Requires visual acuity to facilitate layout of artwork and text.

Minimum Qualifications

Commitment to diversity, cultural competence, and anti-racism.   All applicants must have demonstrated sensitivity, understanding of, and commitment to the diverse academic, socioeconomic, cultural, disability, gender, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff.

Bachelor’s degree from an accredited institution. Additional experience and coursework may substitute for some higher education. Ability to use a personal computer, Microsoft Office products, and database programs.

A valid California Class “C” driver’s license is required.

Preferred Qualifications

Master’s degree from an accredited institution. Demonstrated experience in writing grant proposals. Ability to develop, implement, analyze, and use assessment of program and learning outcomes. Excellent verbal, listening, writing, problem-solving, and interpersonal communication skills.

Working Conditions

Work is performed primarily in an office environment where minimal safety considerations exist with some travel to different sites; incumbents may be required to work extended hours including evenings and weekends. Travel to locations throughout the District may be required.

REQUIRED MATERIALS:

1. Online District application
2. Professional resume
3. Unofficial transcripts verifying course work completed and degree(s) received.