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Program Assistant for Grants Administration

Program Assistant for Grants Administration

Association of Research Libraries Job Location: Washington, D.C. Date Created: 09-13-2016

Program Assistant for Grants Administration
The Association of Research Libraries seeks a program assistant for grants administration, a member of the administrative team that provides support for the organization as a whole and assistance for program directors in the implementation and evaluation of various grant programs. The position provides support for the recipients of grant-funded scholarship programs by monitoring the receipt of program benefits, including tuition stipends, internship placements and payments, and travel to all supported events. The program assistant also tracks budgets, monitors evaluations, and coordinates the writing of reports to funding agencies. Other responsibilities include the tracking of outgoing expenses and providing support for program directors and the executive office as outlined below.
Administrative Team Purpose and Description
The administrative team primarily provides support to program staff and the executive office, including communicating with the Association of Research Libraries membership, visiting program officers, and partner organizations; making travel arrangements; creating, editing, and formatting accessible documents and presentations; updating websites; arranging meetings; and utilizing project management tools to prioritize, track, and debrief projects across the organization. The administrative team manages all events and grant coordination for the organization and supports accounts payable and receivable for the finance team.
Duties will include:
  • Serve as first point of contact for all prospective, former, and current diversity and inclusion program participants
    • Create and distribute call for application announcements to all potential stakeholders
    • Collect, collate, and track all application submissions and selection committee reviews and rankings
    • Distribute, coordinate, and manage memorandums of understanding, internship learning plans, professional organization memberships, and stipend payments
    • Track the internship process, including internship placement and communication with host institutions and internship coordinators, timesheets and payments, and periodic evaluations
    • Act as the administrative liaison to the Mosaic Program Advisory Group and other groups as needed
    • Coordinate travel and attendance to supported events
    • Collect and maintain data related to former and current participants for use in various publications and presentations
  • Manage, record, and process outgoing payments
    • Communicate with consultants, speakers, and event attendees to process reimbursement requests and invoices
    • Coordinate travel for ARL staff and diversity program participants
    • Organize and compile travel expense reports
  • Support program directors and senior staff in the management of grants
    • Track expenses to grants' budgets
    • Coordinate the writing of reports with program directors
    • Compile, file, and track submission of reports to funding agencies
  • Assist finance team in reviewing financials and submitting monthly reimbursement requests to funding agencies
  • Schedule communications and manage Google Groups for the diversity program 
  • Record minutes and notes for office or program meetings, as needed
A qualified applicant will have a bachelor's degree from an accredited institution with 1--3 years of experience in a non-profit setting. Higher education or library experience is a plus. Other preferred qualities include:
  • Exhibit strong interpersonal skills and ability to work effectively and coordinate projects with multiple programs, diverse stakeholders, and internal and external clients
  • Proficiency with Salesforce or similar data management system and basic computer applications (Word, Excel, Powerpoint, Adobe PDF); willingness and ability to learn additional data software as needed
  • Experience creating accessible/508-compliant documents is a plus
  • Communicate effectively with excellent written and verbal communication skills
  • Organized and detail-oriented with the ability to meet competing deadlines
  • Experience with establishing systems to improve efficiency in a changing environment is a plus
  • Ability to analyze budgetary line items for compliance with fiscal guidelines
  • Work independently with minimal supervision and have well-developed problem solving and decision making skills, yet at the same time work in a team environment
  • Comfortable with ambiguous work situations
  • Able to work in a culture that believes in:
    • Collaborative work
    • Sharing of skills
    • Being curious and the desire to learn
    • Taking initiative
Information about the Association of Research Libraries
ARL is a nonprofit organization of 124 research libraries in the US and Canada representing universities, public libraries, and special libraries. ARL's mission is to influence the changing environment of scholarly communication and the public policies that affect research libraries and the diverse communities they serve. ARL pursues this mission by advancing the goals of its member research libraries, providing leadership in public and information policy to the scholarly and higher education communities, fostering the exchange of ideas and expertise, facilitating the emergence of new roles for research libraries, and shaping a future environment that leverages its interests with those of allied organizations. ARL is on the web at http://www.arl.org/.
From the fall of 2013 through the spring of 2014 ARL engaged in a Strategic Thinking and Design process designed to frame the critical work of the Association and define its role in higher education. The process resulted in the new ARL Strategic Framework 2015+ that situates the Association within the knowledge ecosystem and allows for scaled change through creative responses. ARL's organizational roles are evolving to a more active level, facilitating work across institutional boundaries, enhancing impact, and improving efficiency by making the Association's limited resources work more for member institutions. ARL's actions are increasingly collaborative with other kindred organizations and stakeholders.
Salary is competitive and commensurate with experience. ARL offers standard benefits including health insurance, sick leave, 22 days of vacation, and 401(k).
The qualified applicant should submit a letter outlining interest and relevant experience, a resume, and a list of three references using this application form: http://arl.formstack.com/forms/pa_grants_administration
For questions about the position, contact:
Amy Eshgh
Program Administration Supervisor
Association of Research Libraries
ARL is an equal opportunity employer committed to diversity in the professional workplace.

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