Grants Operations Assistant
Salary
$24.21 - $25.02 Hourly
Location
Kenosha Campus, Kenosha, WI
Job Type
Full-Time
Job Number
26022
Division
Business Office
Opening Date
06/02/2026
Closing Date
6/14/2026 11:59 PM Central
SUMMARY
The Grants Operations Assistant provides administrative and operational support to the Grants Office, assisting the Grants Coordinator and Grant Accounting Analyst with documentation, tracking, reporting preparation, and workflow coordination activities. The position supports established grant processes by helping maintain accurate records, monitor deadlines, coordinate submission materials, and support compliance-related documentation requirements.
This position reports to the Director, Grants Development and Operations.
Key Institutional Contributions
Grant documentation, records, and tracking systems are maintained accurately and in accordance with established procedures and reporting requirements.
Grant submission, reporting, and workflow processes are supported through timely coordination, organization, and tracking of required materials and deadlines.
Grants Office operations are supported through effective administrative coordination, records management, and communication support activities.
Compliance-related documentation and grant records are organized and accessible to support institutional and grantor requirements.
RESPONSIBILITIES
Administrative & Operational Execution (50%)
Maintain grant documentation systems by organizing records, managing files, and ensuring data accuracy and completeness
Support grant application and reporting processes by compiling materials, preparing documentation, and assisting with submission readiness
Track grant timelines by monitoring deadlines, deliverables, and reporting requirements to support timely completion
Support financial and compliance documentation by assisting with budget tracking, expenditure documentation, time and effort records, reimbursement support, and audit material preparation under direction
Maintain grant systems and tools by entering data, updating records, and supporting templates and reporting platforms
Client/Customer Service & Communication (20%)
Coordinate grant-related meetings and communication with internal staff and stakeholders
Serve as a primary contact for routine requests related to grant documents, updates, and information
Support communication follow-up for deadlines, submissions, and documentation needs
Assist with coordination between Grants Office staff, departments, and external partners
Critical Thinking & Decision-Making (10%)
Review grant materials for completeness using established procedures and checklists
Identify missing, inconsistent, or incomplete documentation in grant workflows
Prioritize assigned tasks based on deadlines and operational needs
Apply established guidelines to ensure accuracy and compliance in routine support activities
Project & Workflow Management (10%)
Support coordination of grant workflows across application, active grant management, and close-out phases
Track timelines, deliverables, and milestones to support grant process continuity
Maintain updates to tracking systems and workflow tools as directed
Generate basic status reports on grant activity, deadlines, and documentation progress
Additional Responsibilities (10%)
Provide general administrative support to the Grants Office
Support departmental projects and process improvement activities as assigned
Participate in training and development related to grant systems and processes
Perform other duties as assigned in support of departmental operations
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
WHAT YOU NEED TO SUCCEED IN THE POSITION
Required:
SUPPLEMENTAL INFORMATION
DIVISION/LOCATION: Business Office/ Grants Development & Operations/ Kenosha
COMP GRADE: F
FLSA DESIGNATION: Non-Exempt
CONDITIONS OF EMPLOYMENT:
GuideNot ApplicableActivity is not applicable to this occupationOccasionallyOccupation required this activity up to 33% of the time (0 - 2.5+ hrs/day)FrequentlyOccupation required this activity from 33% - 66%% of the time (2.5 - 5.5+ hrs/day)ContinuouslyOccupation required this activity more than 66% of the time (5.5+ hrs/day)
Physical DemandsFrequency
Lift/CarryFrequencySittingContinuously
0 - 10 lbsOccasionallyStandingOccasionally
11 - 20 lbsOccasionallyWalkingNot Applicable
21 - 50 lbsNot ApplicableReaching OverheadNot Applicable
51 - 100 lbsNot ApplicableReaching at or Below Shoulder LevelNot Applicable
Over 100 lbsNot ApplicableKeyboardingContinuously
StoopingNot Applicable
Push / PullYes / NoCrouchingNot Applicable
12 lbs or lessOccasionallyKneelingNot Applicable
13 - 25 lbsNot ApplicableCrawlingNot Applicable
26 - 40 lbsNot ApplicableClimbing Ramps or StairsNot Applicable
41 - 100 lbsNot ApplicableClimbing Ladders, Ropes or ScaffoldingNot Applicable
Over 100 lbsNot ApplicableDrivingNot Applicable
Traveling - overnight stay(s)Not Applicable
Hearing RequirementYes / NoCommunicating VerballyFrequently
One-on-one (in person)YesFar Visual Acuity: clarity to see 20 or moreNot Applicable
Group or conference (in person)YesNear Visual Acuity: clarity to see 20" or lessContinuously
TelephoneYes
Other SoundsYes
Working ConditionsFrequency
Noise Intensity LevelFrequencyHumidity: non-weather relatedNot Applicable
QuietOccasionallyExtreme Cold: non-weather relatedNot Applicable
ModerateFrequentlyExtreme Hot: non-weather relatedNot Applicable
LoudOccasionallyWorking OutdoorsNot Applicable
Very LoudNot ApplicableWetness: contact with water or other liquidsNot Applicable
Working ConditionsFrequency
Working ConditionsFrequencyWorking in Close Proximity to OthersOccasionally
Working interruptionsOccasionallyOpen Work SpaceContinuously
Stressful situationsOccasionallyWorking in a confined spaceNot Applicable
Exposure to offensive odorsNot ApplicableExposure to a computer screen Continuously
Required uniform supplied by departmentNot Applicable
Gateway will not discriminate against any employee, applicant for employment, student, or applicant for admission based on race, color, national origin, ancestry, sex, sexual orientation, creed, religion, political affiliation, marital status, parental status, pregnancy, disability, age, membership in any reserve component of the armed forces, union affiliation, arrest and conviction record, or any other protected category under applicable local, state or federal law.
Gateway Technical College is an Equal Opportunity/Access Educator/Employer operating under an Affirmative Action Plan. Reasonable accommodations and auxiliary aids will be provided for qualified individuals with disabilities. If you have a disability and need special accommodation for the application process, please contact the Office for Equal Opportunity and Civil Rights at compliance@gtc.edu or 262-564-3062. Women and minorities are encouraged to apply.
Your safety while employed at Gateway Technical College is one of our top priorities, so we encourage you to read our Annual Security Report (click the link for the full report). This report is published in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and the Violence Against Women Act. This report includes crime statistics, institutional policies on campus security and safety, alcohol and drug use, crime prevention, the reporting of crimes or incidents, sexual misconduct, and other important matters. Please feel free to email compliance@gtc.edu or call 262-564-3062 to request a hard copy of the report.
Discover the Benefits of Joining Our Team
We believe people thrive in environments where they feel supported-personally and professionally. That's why we offer a comprehensive benefits package designed to promote well-being, flexibility, and peace of mind.
All benefits, with the exception of life insurance, are effective on your first day of employment, so you can feel secure from day one.
To explore what we offer, including current plan pricing, please view our Benefits Booklet and Current Rates.
Revised: April 2025
01
Do you possess equivalent combination of education and relevant administrative experience in business administration, accounting, finance, grants support, or related office environments?
02
Do you possess 1-2 years of experience in administrative support, grants support, accounting support, bookkeeping assistance, or data-intensive office operations in a structured environment?
03
Do you possess basic understanding of financial or accounting concepts such as budgets, expenditures, reconciliations, and expense tracking?
04
Do you possess experience working with financial or administrative systems, including data entry and maintaining accurate financial or program records?
05
Do you possess ability to follow structured procedures related to financial documentation, participant/client data tracking, reporting support, and recordkeeping?
06
Do you possess strong attention to detail with the ability to identify discrepancies or missing information in financial or administrative records?
07
Do you possess ability to manage multiple deadlines and support time-sensitive financial and reporting workflows?
08
Do you possess strong written and verbal communication skills for coordinating documentation and information requests?
09
I understand and acknowledge that Gateway does not provide relocation assistance for employment. If I am offered and accept a position with Gateway Technical College that requires me to relocate, I plan to incur those expenses myself.
10
I understand that Gateway does not offer visa sponsorship and acknowledge that i do not now nor will I require sponsorship for employment in the future.
11
Which of the following best applies to your employment status with Gateway Technical College? (check one)
12
For employment consideration - Which one of the following best applies to you?
Required Question
Employer Gateway Technical College (WI)
Address 3520 30th Avenue
Kenosha, Wisconsin, 53144
Phone 262-564-3014
262.383.0912
Website http://www.gtc.edu/hr