Administrative Assistant I, Office of Grants and Sponsored Projects

Feb 18, 2017
Institution Type
Four-Year Institution

Department Summary: The Office of Grants and Sponsored Projects (OGSP)is a fast-paced, compliance based office that is responsible for identifying, submitting and fiscally managing all grants for Bridgewater State University.

Position Summary: The Administrative Assistant I position in the Office of Grants and Sponsored Projects is responsible for the efficient operation of all office functions. The Administrative Assistant must be professional, dedicated, organized, and collegial. The successful candidate must understand compliance issues and have the ability to perform under strict deadlines.

Essential Duties: 1. Responsible for budget related management tasks including purchase orders and procurement card (Pro Card) expenses and reallocations; monitoring the status of purchases and deliveries and preparing payments; maintaining fiscal accounts, memberships, subscriptions, and contracts with vendors. 2. Ensure the efficient daily operation of the office including: responding to all office inquiries (in person, and via email and telephone), ordering supplies, setting up meetings, scheduling weekly staff meetings, and preparing agendas and minutes. Maintain the director's calendar and travel arrangements; assist staff with the preparation of travel requests and payments for office staff. Anticipate office needs and prepare for contingencies. 3. Prepare professional correspondence letters. Draft and post Community Announcements. Maintain and update the OGSP and Institutional Review Board (IRB) web site as needed. 4. Coordinate the grant proposal administrative approval process; complete online forms, provide pre-award and post award support as needed. 5. Provide administrative support for the IRB and IACUC by maintaining databases; receiving, managing, and preparing correspondence and documentation; arranging and attending committee meetings; preparing and distributing minutes; monitoring and maintaining budgets; and making Procard purchases. 6. Update and maintain federal grant databases in compliance with federal grant guidelines including but not limited to, National Science Foundation, Fastlane, CITI Program, and NIH eRA Commons; and assist with state and federal surveys. 7. Other duties as assigned.

Required Qualifications: 1. Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, (B) any equivalent combination of the required experience and the substitutions listed on MA state job specifications. 2. Knowledge of the principles and practices of office management. 3. Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities. 4. Ability to assemble items of information in accordance with established procedures. 5. Ability to determine proper format and procedure for assembling items of information. 6. Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations. 7. Ability to follow written and oral instructions. 8. Ability to communicate effectively in both written and oral expression. 9. Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence. 10. Ability to deal tactfully with others. 11. Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds. 12. Ability to exercise sound judgment. 13. Ability to exercise discretion in handling confidential information. State Job Specifications are available in the Human Resources Office and/or the department web page:

Preferred Qualifications: 1. Experience with higher education principles, practices and procedures. 2. Ability to utilize the Internet for searches and electronic research administration. 3. Proficiency with Microsoft Office software. 4. Ability to work independently and collaboratively with internal and external offices under very strict deadlines and manage multiple priorities.

Physical Demands: Bridgewater State University complies with the Americans with Disabilities Act (ADA) to provide reasonable accommodation to qualified applicants and employee with disabilities. Office activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and interaction with computer equipment; Occasional bending, reaching, lifting, pushing and pulling up to 5 pounds.

Special Conditions: Please be aware that employment at Bridgewater State University is contingent upon completion of a successful background check.

EEO Statement: Bridgewater State University (BSU) is an affirmative action/equal opportunity employer which actively seeks to increase the diversity of its workforce. We are dedicated to providing educational, working and living environments that value the diverse backgrounds of all people.

Salary Range: $1,608.86 bi-weekly (Grade 15, Step 1)

Special Instructions: Please note the following information is required to complete your application for this position: *a minimum of one (1) employment history entry. *a minimum of three (3) professional reference entries.

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