Grants Administrator

  • American Indian Higher Education Consortium
  • Alexandria, VA, USA
  • Jul 06, 2021
Full time Other

Job Description

The American Indian Higher Education Consortium (AIHEC) is the collective spirit and unifying voice of our nation's tribal colleges and universities (TCUs). AIHEC provides leadership and influences public policy on American Indian and Alaska Native higher education issues through advocacy, research, and programmatic initiatives; promotes and strengthens Indigenous languages, cultures, communities, lands, and tribal nations; and through its unique position, serves member institutions and emerging TCUs.



The Grants Administrator will ensure that the Foundation's grant-making and related processes, documents, procedures, and implementation are executed professionally, efficiently, on schedule, and in a manner consistent with AIHEC’s grant policy and procedures.

Essential Functions

  • Assist in grant proposal process by developing internal timelines, ensuring timely submission, compiling all documentation and data, proofreading all materials, ensure all grant proposal requirements are met and proposal submission
  • Track submitted proposals through relevant online system and respond to additional requests
  • Maintain Foundant (grants management system) for grants in the research and application stages
  • Assign/maintain AIHEC staff accounts in granting agency online systems including current log-in information
  • Research AIHEC grant opportunities
  • Coordinate grant/program activities with AIHEC principal investigator(s) and program/project staff from preparation, tracking and renewal
  • Maintain grant detail spreadsheet with accurate and current data
  • Maintain grant project files, both electronic and hard copies
  • Complete quarterly subrecipient reports using the Federal Subaward Reporting System (FSRS), in accordance with federal guidelines
  • Disseminate relevant grant/program information to TCUs
  • Serve as primary contact for AIHEC’s offsite grant managers and program directors, inclusive of file maintenance, program evaluations, contracts, and meeting preparation
  • Develop and implement online grant activity accountability system (AIHEC Grants Portal), which includes activity documentation, grant deadlines, data collection and evaluations, to ensure compliance with grant activity requirements and timely submission of all grant- and program-related reports
  • Review grant award agreement and develop and maintain master report calendar for federal and private reporting coordinating with principal investigators/program directors and Finance Department
  • Submit required grant reports in coordination with principal investigators/program directors and Finance Department
  • Assist principal investigator/program director with request for proposal (RFP) process including announcement, Foundant application, proposal collection, proposal review and announcements
  • Draft all contracts and subawards as relevant to AIHEC programming
  • Maintain subaward reporting process to include:
    • Develop report schedule to be included in contract/subaward
    • Send Subawardee report due date reminders
    • Review submitted reports for accuracy and follow up with subawardees as necessary
    • Follow up on outstanding contract/subaward reports as outlined in AIHEC policy

Required Education, Experience and Attributes (minimum requirements):

  • Bachelor’s degree preferred or equivalent combination of education and experience
  • Demonstrated experience managing complex projects
  • Strong organizational skills
  • Keen attention to detail
  • Strong oral and written communication skills
  • Familiarity with federal and other electronic online grants submission and management systems (e.g.,, NSF Fastlane, etc.)
  • Knowledge of higher education and/or issues of tribal sovereignty desirable
  • Self-starter who uses ability to take direction and apply to subsequent projects

This position reports to the Core Support Coordinator

Location:  This position is located in Alexandra, VA

Application Information:
Must be willing to submit to a background check. Please send a current CV, cover letter describing your interest in and qualifications for this position. Please send materials in PDF via email to with the subject line Attn: Grants Administrator