Assistant Director of Foundation Relations and Sponsored Programs

Job Description

Department: VP Planning & Strategy - Sponsored Programs & Scholarship

Pay Rate Type: Salary

Employee Type:

Job Summary:

Reporting to the Director of Data Governance & Strategy, the Assistant Director of Foundation and Sponsored Programs is responsible for supporting the core work of Colby’s Office of Sponsored Programs and Scholarship (COSPS). The Assistant Director leads all aspects of grants data management and internal reporting, ensuring accuracy and availability of information & metrics to inform decisions and operations. Also key to this role is maintaining the departmental website to ensure resource availability for all stakeholders. The Assistant Director assists the Director of Foundation Programs, Director of Sponsored Programs, Director of Grants Research & Funding Strategy, and Director of Data Governance & Strategy in managing the full lifecycle of grant activity. Together, these essential functions are vital for securing and managing external funding that supports faculty scholarship and institutional initiatives.

Essential Functions

• Manage the entering & tracking of submitted proposals, awarded grants, and related actions and reporting in our Raiser’s Edge NXT database.
• Manage tracking of faculty engagement and programming in the NXT database.
• Ensure data integrity in NXT database, establishing and proactively enforcing internal auditing protocols to review data quality, correct information, and identifying opportunities for data improvements.
• Maintain, update, and expand the departmental Code Book to ensure current and accurate specification of data elements, their fields, values, and meanings.
• Manage on-demand reporting in NXT, as well as monthly, quarterly, and annual internal KPI reports in Excel to provide insight into office grant activity.
• Collaborate with Advancement Operations on query & dashboard development as needed.
• Collaborate with Advancement Operations and the COSPS team on optimizing data management in NXT database.
• Manage and update the content on the office's Resources website to ensure availability and accuracy of a comprehensive library of opportunities, templates, and guidelines for grant applicants and awardees.
• In coordination with all members of the team, assist in executing a successful and effective stewardship plan for foundations to positively influence future grants to the college.
• Assist the office with maintaining ongoing contacts with government agencies and foundations, including scheduled external reports on grant awards.
• Assist the office with carrying out research on potential foundation donors and government agencies with the goal of developing new sources of funding that support faculty scholarship programs and institutional initiatives.
• Support the office’s faculty outreach strategy.
• Support team members with grant submissions process, coordinating tasks as needed.
• Coordinate and support various office events including receptions, luncheons, site visits, and faculty workshops.
• Process departmental invoices and assist with grant payment processing and completion of necessary forms for Financial Services.
• Assist with special projects as assigned.
• Participate in professional development training programs to enhance expertise and skills.

Position Qualifications

Minimum Qualifications:

• Bachelor’s degree or significant relevant experience required
• Superb communication and organizational skills along with an excellent attention to detail
• High degree of self-motivation and an ability to work collaboratively in a complex environment
• Able to handle confidential information tactfully and exercise discretion
• Appreciation of Colby’s mission and the ability to effectively communicate it
• High level of proficiency with Microsoft Office and Google Workspace

Preferred Qualifications or Skills:

• Advanced coursework and/or additional certification desired
• Familiarity with higher education environment preferred, liberal arts setting desired
• Three to five years of experience in grants administration, foundation relations, public relations, or other related fields preferred
• Familiarity with CRM, grants management, or similar database software packages strongly preferred, Raisers Edge NXT desired
• Familiarity with project management principles and software desired, Asana preferred