Administrative Assistant - Law Enforcement Grants

Job Description

Job Description

VirTra is one of the first virtual reality-based companies in the world, focused on developing and delivering advanced simulation systems for firearms and use-of-force training. Our clients primarily include military and law enforcement agencies throughout the United States and around the world.

The Administrative Assistant provides day-to-day administrative support for VirTra's law enforcement grant-support program. The position researches and tracks funding opportunities, maintains grant resources and records, coordinates agency communications and educational activities, monitors deadlines, and prepares routine program reports. This role is intended for an organized, service-oriented early-career professional who demonstrates accuracy, initiative, sound judgment, and consistent follow-through.

 

Essential Functions:

• Provide day-to-day administrative support for VirTra's law enforcement grant-support program and serve as the primary coordinator for routine grant-related inquiries, records, schedules, communications, and follow-up.
• Research federal, state, local, foundation, and other grant opportunities relevant to law enforcement and public-safety training, equipment, technology, and simulation; summarize eligibility, funding priorities, award amounts, cost-share requirements, deadlines, and application requirements.
• Maintain a master grant calendar and opportunity database containing source links, release dates, due dates, required registrations, amendments, agency contacts, and current status; monitor funding notices for changes and promptly communicate material updates.
• Develop and maintain a centralized grant-resource library containing current opportunities, program guidance, frequently asked questions, checklists, approved product information, sample narratives, budget worksheets, project descriptions, and other grant-readiness materials.
• Administer an organized intake process for agency requests by documenting agency needs, location, eligibility considerations, funding interests, key contacts, required follow-up, and next steps.
• Monitor the program email inbox, shared calendar, contact lists, online resources, and grant-related subscriptions; respond to routine questions and route technical, legal, pricing, or policy questions to the appropriate internal resource.
• Schedule and coordinate grant consultations, webinars, briefings, and training sessions, including invitations, registrations, agendas, presentation materials, attendance records, meeting notes, and post-event follow-up.
• Coordinate with Sales, Marketing, Finance, Contracts, Product Management, and subject-matter experts to assemble accurate and approved product descriptions, budgetary information, quotations, letters of support, and other materials agencies may need when preparing grant applications.
• Prepare, format, proofread, and distribute grant-related correspondence, opportunity summaries, presentations, application-support resources, reports, and website or outreach content using approved company language.
• Track participating agencies from initial inquiry through application, award, non-award, or closeout; send appropriate reminders, document outcomes, and maintain accurate notes without representing that funding is guaranteed.
• Maintain complete, orderly, and current electronic records in accordance with company document-retention, confidentiality, version-control, and data-protection requirements.
• Compile program activity measures, including opportunities identified, agency inquiries, consultations, webinar participation, applications reported, awards reported, and customer feedback; prepare concise recurring updates for management.
• Review grant resources, standard operating procedures, templates, checklists, and contact information on a recurring basis and recommend administrative updates needed to keep the program accurate, consistent, and easy to use.
• Clearly communicate that customer agencies remain responsible for determining eligibility and for preparing, approving, certifying, and submitting their own applications unless a separate written arrangement expressly provides otherwise.
• Manage competing grant-support priorities, meet established commitments, escalate questions or risks promptly, comply with company policies, and perform other grant-related administrative duties as assigned.

Competencies:

• Organization and time management.
• Written and verbal communication.
• Accuracy and attention to detail.
• Research and information management.
• Grant awareness and compliance sensitivity.
• Customer service and stakeholder relations.
• Professional judgment and discretion.
• Initiative, adaptability, and follow-through.
• Team collaboration and problem-solving.

Knowledge, Skills, and Abilities:

• Ability to research, interpret, organize, and clearly communicate grant eligibility, funding priorities, application instructions, deadlines, required documentation, and compliance information with appropriate guidance.
• Strong writing, proofreading, note-taking, presentation, internet-research, and basic data-analysis skills.
• Demonstrated ability to manage detailed information, maintain accurate records, coordinate multiple deadlines, follow established procedures, and escalate questions appropriately.
• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, and Teams; experience with customer relationship management systems, shared document repositories, or grant databases is preferred.
• Familiarity with Grants.gov, SAM.gov, state or local grant portals, or other public-sector funding resources is preferred.
• Ability to communicate professionally with law enforcement agencies, government personnel, internal teams, and external stakeholders while maintaining confidentiality and appropriate role boundaries.
• Familiarity with law enforcement culture, operational priorities, training needs, purchasing practices, and community-impact considerations is desired.
• Ability to work independently on routine assignments and collaboratively when input or approval is required; this position has no supervisory responsibility.

Physical Demands:

While performing the duties of this job, the employee will usually work in an office environment but may occasionally work in non-standard workplaces when supporting grant-related events or agency activities. The employee is regularly required to speak; listen; stand; walk; use hands or fingers to handle or feel; and reach with hands and arms. The employee must be able to occasionally lift office products and supplies up to 20 pounds and sit and work at a computer for up to four hours at a time.

Education and Experience:

• High school diploma or equivalent required; an associate or bachelor's degree in business administration, public administration, communications, criminal justice, or a related field is preferred.
• One to three years of administrative, customer-service, grant-support, research, records-management, or related experience preferred; relevant internships, volunteer service, or academic work may be considered.
• Experience using AI tools to capture and accelerate the grant lifecycle.

Additional Requirements, if any:

• Typical work schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m.; occasional evening or weekend work may be required to support grant deadlines, webinars, conferences, or agency events.
• This is not a remote position. Position is based in VirTra's Chandler, Arizona or Orlando, Florida, office.
• Domestic travel may be required for training sessions, conferences, or client engagements.
• Successful completion of a pre-employment criminal background check and drug test is required.

 

VirTra is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.