Grants Coordinator Responsibilities
College of Education Grants Office
Reports to:
Dr. William Drakeford
Associate Professor, Department of Teaching, Learning, and Professional Development
Principal Investigator, INCREASE, CREDIBLE, SEIE, SES, ECDI, PULSE, CREED. RESET
Program Management and General Office Tasks
• Assist with management of the College of Education Grants Office’s federally funded grant programs, including INCREASE, CREDIBLE, SEIE, SES, and ECDI. The office, which manages approximately $12 million annually, serves 120+ student scholars.
• Supervise Contingent I staff and student assistants; manage day-to-day operations of the office.
• Maintain the office calendar and project management spreadsheet.
• Lead weekly team meetings to assign projects, discuss progress, and plan for upcoming deadlines; meet weekly with PI and Co-PIs.
• Interface with student scholars, Co-PIs, faculty, and community partners daily to resolve issues related to grant programs.
• Interact with the Division of Information Technology, as needed, to procure, set up, and repair office equipment for program staff.
• Order supplies for the College of Education Grants Office.
Budget
• Serve as team lead for budget management of the office; track expenditures; forecast financial needs for the grant lifecycle; provide financial summaries and reports to internal and external stakeholders, as needed, including the U.S. Department of Education.
• Generate and process budget transfers, expenditure revenue transfers, purchase orders, and requisitions.
• Generate scholarship request forms and criteria of scholarship forms for student scholars from all grant programs, including INCREASE, CREDIBLE, SEIE, SES, and ECDI; route for approval; collaborate with Financial Aid to process scholarships and troubleshoot any issues.
• Collaborate with Accounts Payable, Grants Accounting, and the Office of Research and Sponsored Programs to monitor the office’s budget; review transactions; reconcile budget.
• Assist PI with submitting monthly Purchase Card Log and Diner’s Club Card to Purchasing; ensure that expenditures remain in compliance with state and federal guidelines.
Grant Submissions, Performance Measures, and Reporting
• Assist PI with preparing materials for proposal submissions, including: letters of intent, proposal cover sheets, budget spreadsheets, budget narratives, current and pending documents, conflict of interest forms, letters of support, syllabi and other data artifacts; update narratives with current data and program outcomes.
• Assist PI with entering proposal information on Grants.gov.
• Assist PI with creation and submission of annual reports for all grants, including data gathering, reporting, and drafting of narratives and executive summaries.
• Collect student demographic information, as required by the Office of Special Education Programs (OSEP), including number of credits attempted, number of credits completed, GPA, progress toward goals and objectives, place of employment, and contact information; store information securely within internal office database.
• Enter collected student data on Office of Special Education Programs Personnel Development Program (PDP) website; review and update quarterly.
• Lead onboarding and information sessions to inform student scholars of the mandatory Service Obligation; collect and enter pre-scholarship agreements onto the PDP; monitor PDP.
• Maintain official Grant Award Notifications (GANs) and official office files.
• Assist PI with grant closeout proceedings, including ensuring that student scholars log in and enter required data into the PDP, complete exit certificates, etc.; troubleshoot problems.
Contracts and Hiring
• Serve as PeopleAdmin (Contingent II) and Contingent I initiator for contractual paperwork submitted to Human Resources.
• Generate new and renewal contractual paperwork for office staff, co-PIs, faculty coordinators and mentors, consultants, and adjunct faculty, including grant-funded summer faculty contracts and pay letters.
• Submit contractual paperwork, as needed, throughout the year in accordance with the state and federal fiscal year.
• Assist PI with drafting and updating office position descriptions, as needed.
Travel
• Assist PI with managing travel requests, travel reimbursements, and other related processes for College of Education Grants Office staff, grant co-PIs, program coordinators, and student scholars in accordance with the university and State of Maryland policy.
o Generate travel forms.
o Secure conference registration.
o Coordinate lodging and process payment.
o Make airline reservations.
o Assist with travel reimbursement.
• Travel to local and national conferences annually with student scholars and other program staff; manage budget; provide administrative support.
Professional Development
• Attend conferences and webinars to stay up to date with federal, state, and university regulations, including the annual Office of Special Education Programs Project Directors’ Conference.
• Attend university workshops presented by Human Resources, Office of Research and Sponsored Programs, and the Budget Office to stay current and increase knowledge of new systems and offerings.
• Organize professional development seminars for students, as required by the grants, including securing speakers, reserving rooms, coordinating catering, promotion, and staffing the events.
Recruitment, Communications, and Marketing
• Assist PI with student recruitment for all grants, including INCREASE, CREDIBLE, SEIE, SES, and ECDI. Each grant recruits up to 15 students per cohort during each recruitment cycle.
o Create and update application forms, as needed.
o Work with the PI to manage the recruitment cycle, including evaluating applications; creating, updating, and maintaining applicant files; responding to requests for information from admitted students, prospective students, and school districts; following up on incomplete applications; and communicating acceptance status.
o Direct students to resources, as needed, including the Wellness Center, Counseling Services, Library, Writing Center, Career Development Center, and Tutoring Center.
o Serve as the liaison between the College of Education Grants Office and Graduate Admissions to ensure that paperwork is processed efficiently.
o Assist student scholars with enrollment and registration, including pre-advising, program of study records, course rotation, mentoring, and resolving any issues related to scholarship awards, university holds, etc.
o Collaborate with University Relations and Marketing to develop and maintain the College of Education Grants Office webpage, which includes program overviews, application forms, statistics, scholar spotlights, and other resources.
o Develop flyers to promote each program; update as needed.
o Visit area schools, including those in surrounding counties (e.g., Prince George’s County, Anne Arundel County, Charles County) to present grant opportunities at information sessions (in person and virtual).
o Establish and maintain effective partnerships with principals, special education teachers, and other staff in area school districts (e.g., Prince George’s County, Anne Arundel County, Charles County, Howard County, Montgomery County, Baltimore County, Baltimore City, D.C. Public Schools) to recruit qualified students from diverse backgrounds.
o Maintain partnerships with area community colleges to establish a program pipelines, including Prince George’s Community College, Anne Arundel Community College, etc.
Special Projects
• Assist PI with coordination of faculty and staff interviews for the College of Education, as needed; coordinate schedules with search committee, faculty, department chair, dean, provost, and students; schedule and host Zoom meetings; communicate with candidates throughout the search process.
