Administrative Assistant I - Grants Department

About Massasoit Community College:

Massasoit Community College takes pride in its long-standing tradition of excellence and its historic mission to welcome all who seek to learn. The College offers more than 60 associate degree and certificate programs across the arts, sciences, applied sciences, healthcare, and technology. In addition, Massasoit provides non-credit workforce development certificates, corporate training opportunities, adult basic education, and personal enrichment courses. Each year, the College welcomes a diverse body of new and returning students, including high school students seeking to earn college credit through dual enrollment partnerships.  
 
More than half of Massasoit's students identify as students of color, and more than half are first generation to attend college. Approximately 700 students annually earn an associate degree or certificate, advancing their educational and career goals.  
 
Located in Brockton, Massachusetts - a vibrant and diverse city of approximately 105,000 residents - Massasoit's main campus reflects and celebrates the community it serves. The College also operates a campus in Canton, a satellite location in Middleborough, and serves students from more than 45 cities and towns across Southeastern Massachusetts.

Job Description:

The Administrative Assistant I reports to the Executive Director of Grants and provides administrative support for the Grants Department's pre-award and post-award activities. Under general supervision and established College and funder procedures, the position assists with grant budgets, purchasing, proposals, reporting, electronic submissions, records management, and departmental operations. The position exchanges information and coordinates routine administrative activities with faculty, staff, project directors, the Business Office, vendors, funding agencies, and external partners.

Responsibilities and Duties:

• Provide administrative support to the Executive Director of Grants, regarding routine grant forms, purchasing documentation, submission requirements, deadlines, meetings, and other grant-related administrative processes.
• Assist with the preparation of grant budgets and budget amendments under the direction of the Executive Director of Grants.
• Maintain Grants Department resources, forms, calendars, procedures, announcements, and portal information; assist with distributing grant opportunities, resources, and deadline reminders to the College community.
• Perform general administrative duties necessary to support the Grants Department and apply the Commonwealth's Equity Agenda and related best practices throughout assigned responsibilities.
• Maintain and track Grants Department budget and budgets of funded grants; reconcile expenditures using College systems, spreadsheets, and Business Office reports.
• Process and track grant-related purchase requests, purchase orders, and other financial records.
• Maintain calendars and tracking systems for grant proposals, awards, reports, renewals, amendments, budgets, contracts, purchases, meetings, and other deadlines; provide reminders and follow up on outstanding documentation and approvals.
• Organize grant application and reporting materials; review documents for completeness, formatting, signatures, and established submission requirements.
• Route contracts, memoranda of agreement, and other documents for institutional review and signature; track approvals and maintain appropriate records.
• Create and maintain electronic grant files, databases, spreadsheets, and tracking in accordance with departmental procedures, funder requirements, and record-retention expectations.
• Assist with monitoring proposal status, grant expenditures, purchases, reporting deadlines, and outstanding documentation, and with maintaining and improving departmental administrative procedures and processes.
• Perform other duties as assigned.

Requirements:

Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in office management, office administration, business administration, or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration, or program management, (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. An Associate's or higher degree with a major in business administration, business management, or public administration may be substituted for the required experience. *

II. An Associate's or higher degree with a major other than in business administration, business management, or public administration may be substituted for a maximum of one year of the required experience. *

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Preferred:

• Working knowledge of the Microsoft Office Suite, especially Word, Outlook, and Excel.
• Ability to work constructively with a diverse workforce and student population.
• Capable of working independently as well as part of a team.
• Strong planning, verbal, and written communication skills.
• Experience in higher education, grants administration, public agencies, or other deadline- and compliance-driven environments.
• Experience with Banner, Argos, or comparable financial, reporting, or database systems.
• Experience processing purchasing, invoices, contracts, and approval documents.
• Experience maintaining electronic records, calendars, databases, and tracking systems.
• Demonstrated ability to work effectively with diverse populations.
• Experience supporting grant budgets, deadlines, funding portals, proposals, reports, and related documentation.
• Demonstrated ability to manage multiple projects and competing deadlines while effectively prioritizing tasks and responsibilities.
• Effective communication and interpersonal skills, with the ability to work collaboratively across college departments and functional areas.

Additional Information:

Position Status: Full-Time, State Funded with Benefits, AFSCME Council 93, Local 1067 - Unit I

Classification Specifications:  https://www.mass.edu/forfacstaff/classificationspecs/home.asp

Hours: 37.5 hours per week, Monday - Friday

Salary: Grade 15 - $2,152.054 bi-weekly ($55,965.91)

Worksite: Assignments will include all Massasoit sites and additional locations as necessary.

Deadline to Apply: October 25, 2026

Application Instructions:

A cover letter and resume are required, please apply online. Resumes will NOT be considered without an accompanying cover letter.

Please Note: Faxed, emailed, or mailed in resumes and/or materials will NOT be accepted. Due to the high volume of applications we receive, we are unable to provide individual feedback on application statuses. Please refrain from contacting the hiring manager and/or hiring department via phone, email, fax, mail, third person party or vendor and in person. Failure to comply, may result in application withdrawal.  

Massasoit Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran status, genetic information, gender identity, or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and college policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation, or sexual violence shall be referred to the Title IX and Compliance Officer, Amee Synnott, 508-588-9100, x1304, Brockton Campus, Administration Building, Room 219, asynnott@massasoit.mass.edu, or the Director of Student Rights and Responsibilities, Student Services and Enrollment Management, Eraj Mashmasarmi, 508-588-9100, x1901, Brockton Campus, Student Center, Room SC208a, emashmasa@massasoit.mass.edu, the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights.

The College provides reasonable accommodations for qualified individuals with disabilities in the application and employment process. If you need assistance or accommodation due to a disability, please contact Kerry Jenness, Senior HR Consultant at kjenness2@massasoit.mass.edu