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This entry-level position provides post-award administrative support and office management support to the Office of Sponsored Programs and the Division of Natural and Social Sciences. This person works professionally and effectively with faculty, students, and campus administrators, as well as with a variety of external stakeholders that relate to the activities of sponsored programs and the division. The Grants Specialist is responsible for the oversight of sponsored programs, including communication with faculty P.I.s, grant reporting support, occasional communication with sponsoring agencies and foundations, post-award compliance monitoring, and policy development.

In addition to responsibilities associated with the Office of Sponsored Programs (OSP), the Grants Specialist will organize and lead meetings, manage timelines, and work independently on projects related to grant administration. The effective coordination and supervision of student employees assigned to the Division of Natural and Social Sciences (NSS) and the OSP is an occasional component of this position.


Provide administrative and office management support to the Office of Sponsored Programs and to the Division of NSS. Provide customer-friendly reception and service to faculty, staff, students, and external parties.

Office of Sponsored Programs Support:

  • Provide oversight of sponsored projects through completion, including working with the Office of Financial Services to ensure timely financial reconciliation and associated grant closeout activities.
  • Work with the Offices of Communications and Admissions to promote and market sponsored project activity.
  • Maintain and monitor sub contractual relationships, including the initiation and negotiation of subcontracts, compliance monitoring of subcontracted sites, ensuring timely invoicing by subcontracted sites, and tracking payments through reconciliation.
  • Reconcile direct and indirect expenditures for sponsored projects, ensuring expenses are appropriately classed, allowable, and within scope.
  • Manage grant calendars, internal communications, and electronic filing of grant documents.
  • Assist with external sponsor communications and reporting.
  • Recruit, supervise, and train student worker(s).
  • Contribute to research compliance efforts by supporting oversight committees of the faculty (IRB, IACUC, etc.).
  • Maintain compliance verification and training records.
  • Assist with the management of training programs (online and in-house) and internal compliance processes.
  • Work with team members and partner offices to identify, develop, and implement workflow and process improvements.
  • Develop and lead appropriate workflow training for faculty and relevant staff.
  • Schedule, conduct, and document meetings with faculty PIs to initiate award performance and tracking.
  • Prepare regular financial summaries for PIs that include projections for expenditures through budget year or project end date.
  • Assist in the preparation of no-cost extension requests and budget modifications.
  • Provide essential office support to the OSP through ordering, budgeting, invoicing, and travel arrangements.

NSS Divisional Support:

Provide administrative support to the Divisional Dean and the faculty of the Natural and Social Sciences:

  • Arrange travel.
  • Provide communications for faculty searches and campus guests.
  • Assist with onboarding of new faculty.
  • Provide reconciliation and tracking of divisional expenditures and budgets.
  • Maintain listservs Make appropriate communications and arrangements for internal events.
  • Support tracking and reconciliation of departmental and divisional budgets.
  • Support the Divisional Dean in managing divisional meetings, special events, projects, and faculty milestones.
  • Collect and compile data to support the Dean in report-writing and division initiatives.
  • Develop material and content for divisional communications, recruitment, announcements, and the Divisional website.
  • Assist in the development of efficient workflow processes within the Division. Recruit, hire, and supervise student worker(s).


This position may directly supervise student workers and carry out supervisory duties in accordance with college policies and applicable employment laws. Such responsibilities include hiring and training student employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; making salary adjustment recommendations; addressing complaints and resolving problems.


  • Bachelor’s Degree from an accredited institution.
  • One year of related experience. Demonstrated oral and written communication skills.


  • Post-award grants and contracts, and federal audit experience.
  • Administrative and supervisory experience in an academic grants environment.


  • Familiarity with Federal Circulars and other OMB guidance.
  • Ability to take initiative in the workplace.
  • Strong technical skills, include advanced proficiency with spreadsheets and database operations.
  • Attention to detail and strong quantitative skills.
  • Logical and critical thinking skills.


Cover Letter, Resume/CV, and List of References


Applications are accepted ONLY via electronic submission Assemble Cover Letter, Resume/CV, and List of References into a SINGLE PDF file for submission.

Review of applications will continue until the position is filled.

Institutional Information Founded in 1847, Carthage College combines an environment of reflection and self-discovery with a culture of high expectation, so that our students uncover and ignite their true potential. As a four-year private liberal arts college with roots in the Lutheran tradition, we place a strong emphasis on both moral and intellectual values. Our prime location in Kenosha, Wisconsin, midway between Chicago and Milwaukee, allows students the opportunity to learn in a professional context. Our beautiful campus, an 80-acre arboretum on the shore of Lake Michigan is home to 150 scholars, 2,600 full-time students, and 400 part-time students. Our rich academic experience equips students with foundational knowledge and skills, preparing graduates to be lifelong learners and to lead meaningful, productive lives.

Carthage College is an equal opportunity employer (EOE) dedicated to the goal of building a culturally diverse community. We welcome applications from a broad spectrum of people, including members of ethnic minorities, women, veterans, and individuals with disabilities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender expression, gender identity, sexual orientation, national origin, protected veteran status or status as an individual with a disability.