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Aerotek Program Specialist in Battle Creek, Michigan



Location: Battle Creek, MI (On-Site)


Shift: M-F

Terms: Long Term (Contract to Hire)


The individual in this role will be responsible for a number of tasks including programming, managing grant proposals and budgets, Program operation contracts, and various administrative tasks.

On any given day the Program Specialist will be responsible for:

•Providing information to grantees and grant seekers about foundation grantmaking goals, strategies, objectives and payout management, including planning, pipeline, scheduled payments and flexible spending balances to inform decisions.

• They will also partner with program offers and managers to strategize on the creation and management of key programming and budget reports.

Along with this they will monitor, receive and respond to programming proposals and requests. Provide review of funding requests and help with preparation and editing of funding documents, as appropriate.

• Monitor overall grant proposal status for assigned programming area and initiate appropriate actions to ensure timely, accurate and thorough processing (including compliance), intervening as necessary with grantees, consultants or other partners.

• Serve as staff resource, knowledge hub and liaison on all proposals/grants, including those with complex exceptions (i.e. project grant rule, expenditure responsibility, corporate gifts, endowments, program-related investments and core/general support grants), as well as track, monitor and view reports to ensure foundation compliance.

• Oversee electronic processing of grants to facilitate the flow and to monitor timing of each step in the multidimensional funding process, as well as coordinate the work to meet critical deadlines and ongoing payout targets.

• Build and maintain strong, authentic relationships with grantees, ensuring understanding of company programs processes and expectations.

• Understand and effectively communicate mission, vision, core values and strategic direction.

Grant Portfolio Management

• Effective key link and resource for grantees and stakeholders which requires critical thinking/discretion and holding the general knowledge on the dynamics and activities in the field.

• Operate as a liaison through interactions, verbal and written correspondence with grantees, vendors and staff to obtain and provide information as well as receive required documentation.

• Ensure Encompass grantmaking and SAP financial data systems’ integrity, consistency and accuracy as it relates to grantees and/or vendors.

• When working through grantmaking and financial data systems, make recommendations for improvements based on internal and external feedback; this includes participating in internal pilot groups.

• Manage the myriad of steps in the grantmaking process according to the organizational handbook and policies, including budget/commitment revisions, payments/delivery dates updated accordingly in financial database (SAP), etc.

• Provide information in association with the foundation’s payout management, including planning, pipeline, scheduled payments, and flexible spending balances to inform decisions.

• Distribute annual/final reporting reminders to grantees and ensure timely receipt of annual grant reporting, analyze reports to confirm compliance with grant agreement terms, and bring grants to a timely and quality closure.

Program Operations Contracts

• Develop/coordinate scopes of work, contracts and master agreements with program officers, program managers, legal staff and others.

• Manage completion and payments ensuring deliverables are received and settled appropriately, and review periodic reports for follow up and/or closing.


• Manage and monitor incoming correspondence including review, screening, appropriate routing, and disposition and initiate action as appropriate.

• Manage, organize, prioritize and coordinate multiple schedules (internal, external and across teams) while ensuring excellent customer service.

• Schedule and coordinate arrangements for meetings, presentations, conferences and travel using applicable technologies, systems, and resources. Attend, facilitate, and/or participate in meetings as appropriate.

• Initiate travel approvals, reservations and itineraries; process travel expenses; and oversee travel budgets, as assigned and ensuring all aligns with business travel policies for self and others.

• Ability to accurately capture key themes and issues from various discussions and meetings and disseminate useful, concise summary products in a timely manner.

• Input data into appropriate technology applications (Partners, Encompass, T-drive) based on written and verbal information.

• Draft, edit, format, proofread, and finalize various administrative and funding-related documents to share with other program staff as assigned

• Create and maintain effective storage and filing systems according to organizational and/or departmental guidelines.

• Search and access relevant knowledge for program and/or administrative planning and management.

• Partner closely with Meeting and Travel Services on content development and overall coordination of networking meetings, symposiums and other group functions.

• Perform other related duties as assigned, including serving as backup and providing other workload assistance upon request, i.e., interview panels, onboarding and “on the job” trainer/mentor for new staff, cross-team collaboration, board reports, major foundation projects, special committees, etc.



Top Skills Details:


Additional Skills & Qualifications:


•Associate’s degree with three years administrative or management support experience OR high school diploma or equivalent with at least five years of previously mentioned experience.

• Excellent verbal, writing, accuracy and grammatical skills.


•Experience working effectively with persons from diverse cultural, social, and ethnic backgrounds. •Displays respect and cultural competence, willingness to engage in ongoing learning about systemic oppression and its impact on self and communities.

• Bilingual


About Aerotek:

We know that a company's success starts with its employees. We also know that an individual's success starts with the right career opportunity. As a Best of Staffing® Client and Talent leader, Aerotek's people-focused approach yields competitive advantage for our clients and rewarding careers for our contract employees. Since 1983, Aerotek has grown to become a leader in recruiting and staffing services. With more than 250 non-franchised offices, Aerotek's 8,000 internal employees serve more than 300,000 contract employees and 18,000 clients every year. Aerotek is an Allegis Group company, the global leader in talent solutions. Learn more at Aerotek.com.

The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.