ATSU - Manager Grants Assistant & Office Manager

A.T. Still University (ATSU) is seeking a Grants Assistant & Office Manger on the Kirksville, Missouri campus. The Grants Assistant & Office Manger is a member of the ATSU grants team and performs a crucial role in the process of establishing and maintaining efficient administrative services that allow for a responsive, service-oriented Office of Sponsored Programs (SP) . S/he must be able to use independent judgment and to manage and impart confidential information in a professional manner. This position is responsible for troubleshooting, facilitating, and electronically submitting federal grant applications, triaging incoming award documentation, electronically processing internal approvals across all schools and units, and recording submissions in the SP grants database. Further, the Grants Assistant & Office Manager maintains ATSU’s centralized grant and contract files, ensuring all digital and physical records are organized and audit-ready. The position screens internal/external requests for information, and assures file and password security. The position manages SP’s procurement activity, assists staff with travel reimbursements as needed, and is the content manager for SP’s internal and external web presence. The position serves as a primary administrative resource by providing informal training and support for the team’s digital tools including Google Drive, file management systems, and emerging office technologies. The Grants Assistant & Office Manger reports to the Director of Sponsored Programs Administration.

Duties & Responsibilities

• Develop effective and cooperative professional working relationships (internally and externally) as a means to expedite and improve SP services for the faculty, staff, and students University wide.
• Maintain and safeguard original grant/contract application files and electronic copies/records per ATSU’s Record and Retention Policy.
• Act as the primary administrative resource for the SP team by providing informal training and ongoing support for the use of Google Drive, Google Drive for Desktop, Microsoft Explorer, and AI-driven efficiency tools, ensuring all staff can navigate our digital environment effectively.
• Handle incoming sponsored project requests for information and assistance from faculty, staff, and students.
• Manage and update ATSU’s Authorized Organizational Representative (AOR), project investigator/director, and staff profiles for online/electronic submission and management systems including but not limited to HRSA Electronic Handbook, Grants.gov Workspace, NIH eRA Commons and NIH Assist, etc.
• Guide management of administrative grant management systems: electronic and hard copy grant files, New Grant Awards and Award management email accounts, Grants access database, and grant financial account set-up/activation.
• Collaborate with the Director, Sponsored Programs Administration in management of the time and effort system including monthly salary and effort verification. 
• Issue, track, collect, and review ATSU Internal Approval Forms (IAF) to ensure compliance with university, public health service (PHS), and regulatory requirements. 
• Contact external funding agencies with/for pertinent SP questions/information.
• Use Microsoft Word, Excel, Access, PowerPoint, Google Docs, Google Sheets, Adobe Acrobat, Bugherd, DocuSign, Gmail, and other software/apps to accomplish office activities in an efficient manner.
• Process supplies requisitions and vendor invoices, employee and non-employee reimbursements for travel and non-travel items, membership/subscription renewals, etc.
• Handle other SP and grant-related duties and special assignments as assigned.
• Ensure that the centralized SP office/team functions efficiently at all administrative levels.
• Manage the transition of grant applications from submitted to awarded to implemented.
• Other duties as assigned.

Requirements

Education & Experience

• Four year college degree in business finance, accounting, education, health sciences, etc. 
• 3-5 years relevant work experience. 
• The grants assistant/office manager should have advanced clerical/office-management experience in a highly-productive and sometimes challenging environment. His/her experience should reflect the ability to work independently and in a team environment.
• Excellent skills using Microsoft Word, Excel, Access, PowerPoint, Google Docs, Google Sheets, Adobe Acrobat, Bugherd, DocuSign, Gmail, and other software/apps to accomplish office activities in an efficient manner.
• Strong interpersonal communications, with excellent written and oral communication skills.
• Exceptional reading and comprehension skills.
• Outstanding time management and organizational skills that demonstrate the ability to handle multiple requests/deadlines/priorities simultaneously.
• Advanced document proofing and editing skills.