Office Specialist, Grant Programs (USDE - STEM Legacy)

This position provides a broad range of office, administrative, and bookkeeping duties associated with the proper operation and smooth function of the grant program and assists management in ensuring proper delivery of service and performance of program goals, objectives and outcomes. Responsibilities also include budget management and all fiscal matters related to the smooth function of the program.

This is a temporary grant funded position through September 30, 2026, contingent upon grant or funding and grant extensions.

This grant position will be eligible for participation in the Florida Retirement System (FRS) after 6 consecutive months of continuous employment.

• Oversees and solves day-to-day office and administrative issues that arise
• Monitors and audits data collection as required by grant funders
• Assists with administration of grants and special programs
• Works with program staff to coordinate schedules, events and activities
• Ensure compliance with grant requirements regarding fiscal matters
• Handles inventory and issues requisitions to replenish office supplies
• Assists in preparation of and monitors surveys and forms as necessary
• Assists in preparation of monthly, quarterly, bi annual, and end of year reports for grant sources
• Implements and supervises program procedures and maintains internal controls for financial transactions
• Ensures that all expenditures are justified according to sound accounting principles; that proper records and time frames are adhered to, and establishment and maintenance of separate record keeping systems for internal controls
• Designs and implements internal records of projected expenditures
• Assists with budget data entry, analyzes data, prepares report findings, and submits reports accordingly
• Follows-up on rejected or pending transactions, verification on accuracy and suitability of documentation, and implementation of required procedural protocol
• Assists in supervision of staff compliance with grant contracts, grant application processes, State and Federal budget regulations and grant funding requirements
• Performs other duties as assigned

• Associates degree in a related field and four (4) years of experience in an advanced administrative support position; or any combination of education and experience
• All degrees must be from a regionally accredited institution
• Knowledge of MDC programs and workforce programs
• Knowledge and familiarity with student services processes (e.g., outreach, advising, recruiting, retention, career services)
• Knowledge of student engagement and active learning strategies
• Working knowledge of accounting principles and procedures wand possess a high level of attention to arithmetic and administrative detail
• Knowledge of grant procedures and processes
• Skills in local, State and Federal grant writing and implementation
• Ability to work on multiple projects simultaneously and work well under limited time constraints
• Possess organizational and problem solving skills
• Ability to display initiative and work with minimal supervision
• Proficiency in Microsoft Office applications, Odyssey, Data Tracker, Quickbooks, and other related computer programs
• Possess excellent interpersonal and communication skills (oral and written), including mastery skills in business English, spelling, punctuation
• Ability to work collaboratively and effectively with departments, community based organizations and other service partners
• Ability to travel to all campuses as needed
• Ability to work a flexible schedule that may include evening and weekend assignments
• Ability to work effectively in a multi-ethnic and multi-cultural environment with students, faculty, and staff

Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, will receive preference and priority for this job vacancy. In addition, certain servicemembers may be eligible to receive waivers for postsecondary educational requirements outlined in this job vacancy and are encouraged to apply for the positions being filled.

The final candidate is to successfully complete a background screening and reference check process.