Website Maryland State Arts Council

Maryland's State Arts Agency

The Maryland Department of Commerce is seeking qualified applicants for the full-time, contractual position of Grants Management Associate, Rosters Assistant (Management Associate) with the Maryland State Arts Council (MSAC). The primary responsibility of this position is to provide administrative and secretarial support to the MSAC Grants Director and is responsible for the technical and operational management of all grant application information to advance the arts in Maryland as well as assistance in administering MSAC’s roster programs to promote, strengthen, and enhance the arts in Maryland. Duties consist of serving as point of contact with executives and professional staff in both public and private sector, and the Maryland arts community; maintaining program information and guidelines; database and grants management to include maintaining, updating, grants databases, enters and merges grant applications received, reviews application materials, processing and reconciling grant payments; assembling and compiling grant data, spreadsheets, and mailing lists; composing documentation to include award letters, invoices and grant agreements, in addition to monitoring and tracking data submitted and preparing monthly reports on program activity. Incumbent will provide technical assistance to grantees on grant awards regulations and reporting procedures; and provide administrative support such as information retrieval; meeting preparation, may also receive telephone calls and visitors; arranging appointments; coordinating travel and related expense reports; and using database or spreadsheet software applications for preparation of correspondence, forms, reports, and data input. This position also assists with development and implementation of the MSAC Teaching Artist and Performing Artist Touring Rosters providing administrative tasks that assist Arts in Education and Arts Services Program Directors in maintaining or enhancing MSAC’s rosters; assisting in recruiting new artists to join the rosters and communicating with existing roster artists to maintain artist participation; preparation and compilation of all required panel meeting documents and meeting follow-up.

The selected employee will be well organized; able to work independently; have an aptitude for detailed work; possess proficiency with all Google products, Microsoft Office Suite and/or other relevant programs; have experience with database software applications and the ability to prepare reports/charts; possess strong interpersonal, written, and oral communication skills; the ability to effectively present information, explain policy, respond to internal and external inquiries; and complete concurrent and high priority tasks.

Minimum Qualifications: Education: Possession of a high school diploma from an accredited high school or high school equivalency certificate; AND Experience: Five (5) years performing secretarial work or clerical work involving the use of a personal computer.

1. Additional secretarial or clerical experience may be substituted on a year-for-year basis for the required education.
2. Thirty credit hours with a major in secretarial science or office technology from an accredited college may be substituted at the rate of thirty credits for one year of experience for up to two years of the required experience.
3. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer in Administration or Personnel Specialist classifications or Administrative, Clerical, or Office Services specialty codes in the Special Assistant or Secretarial fields of work on a year-for-year basis for the required experience.

Preferred Qualifications:
1) Experience working in the public or non-profit arts sector
2) Use of Google products, MS Office Suite, and Adobe products to design, create, and/or manage documents, databases, spreadsheets, and reports.
3) Experience providing guidance & responding to inquiries from external/internal customers.
4) Experience organizing and managing multiple projects or completing concurrent and high priority tasks.

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