Amherst College — Academic Department Coordinator / Grants Office Assistant

Amherst College

Amherst has taken a leadership role among highly selective liberal arts colleges and universities in successfully diversifying the racial, socio-economic, and geographic profile of its student body. The College is similarly committed to enriching its educational experience and its culture through the diversity of its faculty, administration and staff.

Job Description:

Amherst College invites applications for the Academic Department Coordinator/Grants Office Assistant position. The Academic Department Coordinator/Grants Office Assistant is full-time (10-month academic year) and part-time (20 hours per week, 2-months over the summer). Given Amherst’s distinction as one of the most diverse liberal arts colleges in the country, the successful candidate will demonstrate the ways in which they bring value to and will work towards supporting a broadly diverse community.

The Academic Department Coordinator (ADC) provides administrative and logistical support for the Program in Film and Media Studies (FAMS), serves as a liaison to the diverse campus community, and ensures the efficient operation of the office. The ADC facilitates smooth administration of the program by collaborating with other offices, scheduling business, and supporting faculty. Assists in managing the logistics of the curriculum, student enrollment, and major requirements, as well as budget management.

The Grants Office Assistant supports the operations of the Grants Office (GO), which oversees Amherst College’s fundraising from foundation, corporate philanthropies, and government agencies. The Assistant enters data into the office’s information management systems, maintains records related to grants according to established guidelines, and generates periodic reports on grant activity. The Assistant manages the Grants Office website, adding and updating content in consultation with GO staff, and conducts research as needed for our diverse faculty and staff on funders and grant opportunities, and tracks student and alumni outcomes as required by funders. As requested, the Assistant provides proofreading support for proposals, proposal budgets, and report. In addition, the Assistant provides general administrative support to the office, including the scheduling of meetings, ordering of office supplies, and disseminating documents and correspondence as requested.

Summary of Duties and Responsibilities


  • Maintain calendars for Film and Media Studies
  • Maintain records of all students majoring in the program
  • Serve as liaison for other administrative bodies, a diverse set of students, advisors, and affiliated faculty
  • Serve as a liaison between FAMS program and Five College film studies program
  • Coordinate with other departments to organize the FAMS curriculum and associated coursework
  • Maintain and update the program’s website
  • Manage and coordinate the program’s web presence, social media, and other digital communications for the program
  • Provide clerical and program support to our diverse faculty for events, visitors and student projects
  • Coordinate program meetings and take meeting minutes
  • Attend staff meetings and trainings

Events (under normal conditions)

  • Coordinate travel and lodging arrangements for guest speakers
  • Plan and organize activities, special events, and receptions
  • Research and reserve event spaces
  • Coordinate catering
  • Design marketing materials and coordinate all publicity, both physical and digital
  • Organize payments for guest speakers and outside vendors


  • Perform accounting and budget maintenance for operating budgets and special funds
  • Manage student employment and payroll
  • Process invoices, honoraria, and special payment

Data Entry and Information Management:

  • With guidance from the Director and Assistant Director, maintains Grants Office paper files and electronic records in the college-wide Colleague system, and in the Advancement’s ARI (Access) database.
  • Primary staff member responsible for Colleague (soon-to-be Slate) entries of proposals and awards.
  • Primary office liaison with Advancement IS on database issues and questions.
  • Generates reports on College proposal submissions and awards.

Website Maintenance and Support:

  • Tracks and implements scheduled updates and enhancements to website (e.g., faculty grant awards, links to funder websites).
  • Edits tip sheets and other web content developed by GO staff.
  • Works with Communications as needed to update website permissions and design.

Online research and dissemination:

  • Helps faculty and GO colleagues locate information about funding sources using GrantForward and other online resources as requested.
  • Posts relevant opportunities to GO website.
  • Researches foundation staff and trustees.
  • Tracks student and alumni outcomes for reporting to funders as requested.


  • Proofreads proposals, reports, and correspondence as requested to ensure they are free of errors.
  • Proofreads budgets as requested to check calculations and alignment of Amherst’s internal grant budgets and budgets for submission, and reviews budget spreadsheets against the narrative justifications that accompany them to ensure they match.

General administrative supports:

  • Help to organize shared work spaces and orders office supplies as needed.
  • Assists the Director with meeting scheduling, site visits, and the dissemination of proposals and preparation of reports.
  • Takes notes at departmental meetings as requested.


  • Associate’s Degree or equivalent training/education
  • Two to four years of office experience, preferably in a college or university setting.
  • Experience entering and tracking information in a database program.
  • Excellent interpersonal, organizational, and time management skills
  • Possesses strong written communication skills, including proofreading to a high degree of accuracy.
  • periodic interaction and communication with other offices on campus, and limited interaction with external constituencies.
  • Accuracy and attention to detail.
  • A demonstrated commitment to diversity, equity and inclusion, and to actively contributing to an inclusive culture for all.
  • Able to work independently, seeking clarification as needed but completing tasks without constant close supervision.
  • Meets deadlines without sacrificing work quality.


  • Bachelor’s Degree
  • Proficient in Microsoft Word and Excel programs, Google Suite, and Zoom.
  • Familiar with Adobe Reader and Photoshop programs.
  • Experience developing and maintaining websites.
  • Experience working with budgets

Amherst College offers many opportunities for professional growth and development, continued learning, and career advancement.

Amherst College requires all employees to be fully vaccinated for COVID-19 (medical and religious exemptions may apply).

Amherst College is pleased to provide a comprehensive, highly competitive benefits package that meets the needs of staff and faculty and their families. Benefits are an important part of our overall compensation, so it is critical that you review all of the options to ensure it meets your total compensation requirements. Click here for Benefits Information .

Interested candidates are asked to submit a resume and cover letter online at Please be sure to upload all requested documents prior to clicking Submit. Applications cannot be revised once submitted. Review of applications will begin immediately and will continue until the position is filled.

To find information about job group and level (JGL) follow this link.