Administrative Support Associate I

Job description

The Proposal Development Office at the University of Kentucky is seeking an Administrative Support Associate I. This position provides administrative support to the Executive Director, Associate Director and professional staff in the Proposal Development Office. The mission of this unit is to assist faculty, staff, and students in developing competitive grant applications. In addition, responsibilities of the position include office and communication management, data acquisition and dissemination, and data entry and management of pre-award proposal development activities.

Primary responsibilities:
- Serves as PDO's key point of contact for web requests, incoming phone calls, and visitors. Maintains and monitors a centralized record of ongoing and completed requested client services. Provides executive office management of PDO financial records by handling all payments, reconciling financial accounts, and preparing reports as needed. Develops and updates files, maintains office supplies and equipment, processes professional travel and meeting arrangements, schedules and coordinates PDO meetings/workshops, and assists by preparing handouts/presentation materials. Also assists in proposal development activities by formatting and editing PDO-generated reports, narrative, and supporting documents.

- Searches selected electronic databases or Internet websites for relevant funding information and disseminates specific information to designated mailing lists and individuals as requested.

- Performs data entry and manages PDO's database content and mailing lists. Prepares, reviews, and provides special project support related to database management. Serves as PDO web administrator, posting and updating selected PDO sites on a regular basis.

Job Title
Administrative Support Associate I

Requisition Number

Working Title

Department Name
40145:Proposal Development

Work Location
Lexington, KY

Grade Level

Salary Range

Type of Position

Position Time Status

Required Education


Click here for more information about equivalencies:

Required Related Experience

3 yrs

Required License/ Registration/Certification


Physical Requirements

This position requires standard office setting practices including extensive computer use, sitting at a desk for long periods of time reading online materials, filing, answering the telephone and communicating with a diverse academic population. This position may include walking to different sites across campus and carrying materials weighing up to 10 lbs.


Monday - Friday 8:00 am-4:30pm.


Competitive applicants must have demonstrated ability to manage multiple tasks in a professional manner and provide outstanding customer service. The position requires ability to enter data accurately and to maintain multiple database functions. The candidate should be proficient in all aspects of the MS Office Suite (Outlook, Word, Excel and PowerPoint) and a multi-line phone system. Must have the ability to learn financial functions with SAP and website maintenance. Also required are strong problem-solving skills, attention to detail, excellent written and oral communication skills, and a high level of integrity and respect for confidentiality.

Does this position have supervisory responsibilities?

Preferred Education/Experience

Prefer motivated candidates with experience in providing high level administrative support, who can thrive in a fast-paced service environment. Experience with financial processes and reporting, including SAP and Business Warehouse, is desirable as well as a commitment to continued learning to advance the PDO mission.

Deadline to Apply

University Community of Inclusion

The University of Kentucky is committed to a diverse and inclusive workforce by ensuring all our students, faculty, and staff work in an environment of openness and acceptance. We strive to foster a community where people of all backgrounds, identities, and perspectives can feel secure and welcome. We also value the well-being of each of our employees and are dedicated to creating a healthy place to work, learn and live. In the interest of maintaining a safe and healthy environment for our students, employees, patients and visitors the University of Kentucky is a Tobacco & Drug Free campus.

As an Equal Opportunity Employer, we strongly encourage veterans, individuals with disabilities, women, and all minorities to consider our employment opportunities.

Any candidate offered a position may be required to pass pre-employment screenings as mandated by University of Kentucky Human Resources. These screenings may include a national background check and/or drug screen.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * Which of the following best describes your years of paid, full-time work experience wtih SAP Financial Modules?
    • None
    • More than 0, less than 1 year
    • More than 1 year, less than 2 years
    • More than 2 years, less than 3 years
    • More than 3 years
  2. * Describe your experience with improving your organization's, department's, or team's processes or procedures to meet or exceed organizational goals.

    (Open Ended Question)

  3. * Describe your experience with account reconciliation. Share the most challenging task you've completed in this area.

    (Open Ended Question)

  4. * Please describe any previous experience monitoring multiple central email accounts.

    (Open Ended Question)

  5. * Please describe any prior experience with workshop scheduling and setup.

    (Open Ended Question)

  6. * Where did you first see this position advertised other than on UK's online employment system?
    • (Diverse Issues in Higher Education)
    • (Higher Education Recruitment Consortium)
    • A Colleague, Friend and/or Family Member
    • None of the Above

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents





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    Job No:
    Posted: 5/9/2018
    Application Due: 5/23/2018
    Work Type: