Assistant Director of Grants

About Holy Family University

Holy Family University is a sponsored ministry of the Sisters of the Holy Family of Nazareth founded in 1954. The University is a private institution in the Catholic tradition with campus locations in Philadelphia and Newtown PA. The main campus is nestled in the heart of a historic residential neighborhood in Northeast Philadelphia that is vibrant and just minutes from the excitement of Center City. The Newtown campus is located in Bucks County surrounded by nature and a step away from parks, farmers’ markets and great dining.

One of the best parts of Holy Family University is our inclusive atmosphere--and that's not by chance. Our mission centers on creating an environment that is welcoming and encourages all members to get to know one another, learn from one another, and experience a range of perspectives and worldviews. Our diversity is what makes us a strong community.

University Benefits

Holy Family University takes pride in offering a range of meaningful and flexible benefits designed to promote the health and wellness of our employees and their dependents. Our comprehensive benefits and resources focus on physical, mental and financial wellness to include medical, prescription, dental and vision. We did not stop there; we also offer our employees the following fringe benefits and more.

1. Commuter Benefits: Transit and park benefits through pre-tax payroll deductions
2. Half-Day Fridays: Enjoy half day Fridays in the summer
3. 403(b) Retirement: Discretionary match up to 5%; vested immediately
4. Time Off: 12 Paid Holidays, PTO, Personal, Sick Days and a week off for Winter Break
5. Tuition Benefits: Employees or dependents pursuing a first Undergraduate Degree receive 100% tuition remission; employees pursuing a first Master’s or Doctoral degree, receive 100% tuition remission; eligible dependents pursuing a first Master’s or Doctoral degree, receive 50% tuition discount.
6. Alpha House: 50% Discount for Nursery, Pre-K and Kindergarten 

Position Summary: 

The Assistant Director of Grants supports the work of Corporate, Foundation and Government Relations by coordinating all Pre-Award and Post-Award grant activities across the University in pursuit of funding from federal, state and private sources. Reporting to the AVP for Corporate, Foundation and Government Relations, the Assistant Director of Grants ensures compliance with regulations and reporting requirements throughout the lifecycle of awarded grants. In addition to operational responsibilities, the AD will maintain collaborative partnerships with Principal Investigators/Project Directors (PI/PDs), finance and external sponsors. As an integral member of the Corporate, Foundation and Government Relations staff, the Assistant Director of Grants is responsible for accurate record keeping, as well as faculty and program director support, for all grants from complex, multimillion dollar federal awards, to foundations and support from other private organizations. 

Essential Functions:  

Job duties that must be performed, with or without reasonable accommodation, and may include any of the following tasks, knowledge, skills and other characteristics.  This job description is illustrative and is not a comprehensive listing of all functions and tasks performed by incumbents in this position. 

Grant Proposal Pre-Submissions (30%)

• Maintain a collaborative partnership with finance and serve as a liaison for faculty and program directors.
• Maintain credentials to access federal, state and private grant funding systems such as NSF research.gov, DOJ justgrants.gov and the University’s SAM registration. 
• Stay updated on funding trends, policies, and regulations to provide guidance and support to faculty and staff.
• Coordinate project team meetings and pre-award deadlines.

Post-Grant Award Management (50%)

• Work with grant PI/Program Director and the Finance Office to ensure that award guidelines, spending, and deliverables are being followed and met in a timely manner.
• Monitor grant expenditures, budget modifications, and fund allocations to ensure proper utilization of grant funds.
• Maintain accurate records and documentation related to grant applications, awards, and expenditures.
• Collaborate with relevant university departments to ensure seamless integration of grant activities with existing systems and processes including financial aid.
• Generate and submit timely reports to funding agencies, providing updates on project progress, budgetary status, and outcomes.
• Facilitate effective communication and coordination among project stakeholders, including faculty, staff, external partners, and funding agencies.
• Work with Marketing & Communications staff to promote and market the work of grants received

Other Functions (20%)

• Ensure organizational effectiveness and compliance and help to set relevant policies
• Proactively assess gaps, provide technical assistance as necessary and surface and address any issues.
• Maintain a calendar of grant deadlines, both pre and post award including application and post award report due dates to ensure that deadlines are met.
• Participate in professional development opportunities to remain current regarding knowledge and best practices and strategies in the field.
• Other duties as assigned

General Expectations:  

Employees are expected to accomplish assigned duties in an efficient, effective and competent manner and to strive for improvement and excellence in all work performed.  Employees must understand the mission and demonstrate the core values of the University. Additionally, demonstrate the ability to work with diverse personalities and effectively with students, faculty and staff, and the general public. Employees are expected to follow and abide by all University policies, rules, regulations and guidelines. 

Education & Experience Requirements:

• Bachelor’s degree required.  
• Experience in grants administration in higher education preferred. 

Knowledge, Skills and Abilities: 

• Knowledge of and ability to follow university policies and procedures. 
• Ability to establish and maintain effective working relationships with supervisors, faculty and staff, students and the public. 
• Ability to relate to a diverse population and to maintain composure when faced with difficult situations.

Work Environment: 

Operates in an office environment, that may have frequent interruptions.  The area is well-lit, temperature controlled and free from hazards.  Noise level is generally quiet to moderate.  

In addition:

• This position will have the option to work virtually after a 3-month window.

Physical Requirements:

Communicates frequently, in person, over the phone, or via a computer. Hearing is needed for extensive telephone and in person communication. Regularly required to sit for long periods of time; use hands to finger, handle or feel; reach with hands and arms. Manual dexterity is needed in order to operate a computer keyboard. Operates standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

In addition:

• Must occasionally lift and/or move up to 20 pounds.
• Occasional prolonged and irregular hours will be necessary.

Certification/Licensure: 

• Valid driver’s license required.

Other important information: 

• Willingness to work evenings and weekends as events require.
• Local and regional travel required. Valid driver’s license and automobile required.

Non-Discrimination Statement

Holy Family University seeks to foster an inclusive and healthy educational and work environment based on respect, the dignity of each person and the oneness of the human family. Holy Family is dedicated to ensuring an environment free of discrimination or harassment of any kind, and promotes equal opportunity and inclusion in its employment and education. 

For more details on our commitment to nondiscrimination click HERE

We invite qualified applicants to view our open positions and apply directly at our career center by submitting a cover letter and resume.