CBWS Northfield Union of Youth Grants Management Assistant
CBWS Northfield Union of Youth Grants Management Assistant
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Job Description
Hiring for the 2025-26 academic year (fall start date)
Job Title: Grants Management Assistant
Classification: Student Employee (non-exempt)
Name and Address of Employer: St. Olaf College 1520 St. Olaf Ave Northfield MN 55057
If the position requires the student to work off campus provide the name and address here:
Northfield Union of Youth
109 6th St W
Northfield MN 55057
Department Name: Community-Based Work Study
Length of Position: See Employment Authorization
Contact Person/Supervisor: Kelli Podracky
Pay Rate: Standard CBWS Hourly Rate ($15.00/hour). This position is subject to annual wage increase.
IMPORTANT: STUDENTS MUST HAVE A STATE OR FEDERAL WORK AWARD TO BE ELIGIBLE FOR COMMUNITY BASED WORK STUDY (CBWS) POSITIONS. Student CBWS work eligibility is subject to change due to work award re-determinations over the summer. This means even students who were a chosen applicant for the position may be ineligible to work if they do not have a state/federal work award come Fall 2025. Students who are unsure if they currently have a state or federal work award - please contact before applying to find out what type of work award you have.
Description of the Position: (Purpose of the Position):
Northfield Union of Youth (NUY) provides power and voice to youth through the creation of a caring and enriching community. Founded in 1993 by Northfield youth who sought a space to be seen heard and supported NUY has stayed true to that vision for over 30 years. Serving more than 400 youth annually NUY addresses food insecurity mental health and housing instability to promote equitable health outcomes in rural Rice County. By centering youth voices and adapting to their evolving needs NUY offers essential resources transformative support and a platform for youth to lead grow and drive meaningful change. Guided by three Principles of Care - trauma-informed practices harm reduction strategies and strength-based approaches - NUY meets youth where they are without judgment.
The Grants Management Assistant will support post-award grant administration ensuring that awarded funds are accurately tracked reported and spent according to funder guidelines. This role is ideal for a college student pursuing studies in public administration nonprofit management finance accounting or a related field.
The Assistant will work closely with the Executive Director to develop and maintain grant budgets track spending assist in financial reporting and keep the master grant schedule current with all deadlines and compliance requirements. This is a hands-on opportunity to gain experience in nonprofit finance grant compliance and organizational systems management.
Transferable Skills
- Communication and collaboration: working with the executive director gathering key data for reporting and compliance
- Project management and organization: tracking grants managing deadlines maintaining the master grant calendar
- Budgeting and financial justification: tracking spenddown and supporting financial reporting
- Adaptability and quick learning: navigating new software platforms understanding fundraising and grant compliance principles
- Technical and digital literacy: working within databases and online grant portals using cloud-based file systems
- Microsoft Excel / Google Sheets: building and maintaining grant budget spreadsheets creating tracking tools
- Administrative and operational: supporting file management systems and document organization
- Record keeping: maintaining accurate and up-to-date documentation for each grant
- Documentation and reporting: preparing grant reports compiling backup documentation
- Database management: ensuring data accuracy and consistency across platforms
Duties and Responsibilities:
Job Responsibilities:
- Set up and maintain grant budgets in organized user-friendly spreadsheets
- Track and monitor grant expenditures to ensure accurate spenddown
- Update and maintain a master grant schedule with deadlines reporting requirements and budget information
- Assist with preparing and submitting timely grant reports to funders
- Communicate with program staff to gather data and updates for grant reporting
- Flag upcoming deadlines and help ensure compliance with grant terms and conditions
- Review grant agreements and extract key deliverables timelines and financial commitments
- Support internal audits and reconciliations related to grant activity
- Maintain digital and paper grant files in an organized and accessible manner
- Provide regular updates to the Executive Director or Grant Manager on grant status
- Assist in improving grant tracking systems and tools for efficiency and clarity
Qualifications: (Education/Experience/Skills)
- Detail-oriented with strong organizational skills to manage multiple tasks and meet deadlines.
- A proactive and self-motivated individual who can work both independently and collaboratively in a team-oriented environment.
- Proficient in using spreadsheet software and comfortable in learning new software such as grant databases.
- Familiarity with grant writing techniques fundraising principles or nonprofit organizations is a plus but not required.
- Demonstrated commitment to our organizations mission and values.
List any additional or specific application questions pertaining to the position here (including need for any background checks certifications etc.):
This position is subject to a background check.
This job description is for general information purposes. It is not intended to list all duties and responsibilities of the position. This job description is subject to change at any time by St. Olaf College with or without prior notice.
Employment Type
Part-Time
