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Assistant/Associate Director of Sponsored Programs

Colby College
Maine, United States
Salary Not specified
Closing date
Sep 23, 2022
  Job Summary:

College Advancement
Full-Time, Exempt, Salaried, Administrative Staff Appointment


Reporting to the director of sponsored programs, the assistant/associate director of sponsored programs is responsible for implementing the objectives of the Office of Sponsored Programs (OSP). The assistant/associate director prepares proposal drafts and supporting documents, participates in the development of strategies for the presentation of proposals or other funding requests, and provides oversight and support for the development and submission of faculty grant proposals and for proposals submitted to public (such as federal and state) funding agencies. The assistant/associate director will also prepare and submit annual stewardship reports for grant-funded initiatives, perform appropriate research into the philanthropic goals of and Colby ties with specific foundations and corporations, and work closely with academic department chairpersons, other faculty, administrative offices across campus, volunteers, and divisional colleagues. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.



  • Prepare proposal drafts for institutional and faculty projects and other related documents with the intent of increasing the number of successful proposals submitted annually
  • Develop and implement a successful, effective, and timely stewardship plan for OSP donors, with the intent of positively influencing repeat gifts to the College
  • Maintain ongoing contacts with government agencies, including scheduled reports on grant awards
  • Carry out research on potential foundation donors and government agencies with the goal of developing new sources of funding that match institutional priorities
  • Develop strategies for approaching prospects that yield a reasonably aggressive percentage of grant awards
  • In collaboration with the director, plan and execute special events at the College related to foundation and government arenas, such as receptions, luncheons, site visits, and faculty workshops
  • Research alignment with foundations, government agencies, and corporate donors and review proposal guidelines
  • Enter and track OSP proposals and related actions in Cayuse database
  • Collaborate with various internal audiences on special research projects
  • Help track and manage the grant reporting process
  • Assist with grant payment processing and completion of necessary forms for the Office of Financial Services and Office of Advancement Operations
  • Work closely with faculty on grant submissions and in this capacity, provide oversight of the submission process and serve as a Sponsored Programs Officer for federal grant submissions
  • Manage special projects as assigned
  • Represent OSP in the director’s absence and answer inquiries from internal and external constituents pertaining to grant proposal development, submission status, notice of award, and reporting requirements
  • Collaborate with gift officers on joint fundraising efforts that overlap with OSP
  • Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice


  • Bachelor’s degree or the equivalent in education and experience; advanced coursework and additional certification preferred
  • 3-5 years of experience in development, public relations, communications, business administration, or related field preferred
  • Superb written and oral communication skills required, including the ability to write in multiple styles/voices and proactively edit as necessary
  • The ability to meet multiple simultaneous deadlines in a timely manner; demonstrated attention to detail and organization capability
  • Familiarity with liberal arts setting is preferred
  • Experience in technical writing or proposal preparation highly desirable
  • High degree of self-motivation with attention to detail
  • Able to handle confidential information tactfully and exercise discretion
  • Appreciation of Colby’s mission and the ability to effectively communicate it
  • A commitment to diversity and promoting an inclusive and respectful workplace
  • An ability to work collaboratively in a complex environment and as a member of a diverse community
  • Highly developed computer skills including extensive experience using Microsoft Office Suite; Google Suite; email, web, and database applications, as well as an interest in and ability to learn new computer programs with ease and in a self-guided manner
  • An entrepreneurial spirit


Reporting to the director of sponsored programs, the assistant/associate director of sponsored programs will have direct contact with the President’s Office, Office of the Provost and the Dean of Faculty, Office of Financial Services, Office of the Dean of the College, Office of Foundation Relations, divisional colleagues, senior administration, academic departments, division chairs, and faculty. For certain OSP managed programs, this position also has direct contact with students.



General open office and campus environment. Position involves sitting, although frequent movement is necessary. Computer usage involving repetitive hand/wrist motion is also necessary. Ability to move around campus and interact with faculty, staff, students, alumni, and external constituencies regularly is crucial.



Interested candidates should apply electronically by clicking the "Apply" button on the Colby Careers website. Please submit a letter of interest including salary requirements, resume, and the contact information of three professional references. Materials should be addressed to:


Assistant/Associate Director of Sponsored Programs - Search Committee
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME  04901-8855

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