Grant Secretary

Job description

Posting Information

Posting Number2021002Posting/Functional TitleGrant SecretaryUniversity Pay Plan TitleGrant SecretaryLocationSan MarcosDepartmentUpward BoundRecruitment TypeOpen to AllJob TypeFull-TimeMonthly Salary$2,875.00 - $3,083.33Job Category Non-ExemptRequired Qualifications: Applicants must specifically address how they meet these required qualifications to meet the requirements of the position.

High school diploma or equivalence.

Ability to organize and prioritize tasks in accurate and timely manner Ability to coordinate a variety of work activities and work as part of a team.

Ability to manage multiple deadlines, tasks, projects and assignments with minimal supervision.

Experience with fiscal and/or budget management.

Ability to effectively communicate verbally in a courteous manner with internal and external contacts.

Ability to communicate effectively both orally and in writing.

Ability to develop and maintain accurate and comprehensive records and files.

Skilled in operating office equipment, including copiers, fax machines and multi-line telephones.

Ability to operate a personal computer with Microsoft Windows and Office software, including Outlook, Excel, Power Point, Publisher, and Word.

Preferred Qualifications

Bachelors degree preferred.

Two years experience in complex secretarial or administrative work in a fast paced environment.

Experience working with federally funded programs or projects, particularly those involving high school students.

Applicants who have succeeded in overcoming obstacles similar to those encountered by the Upward Bound Program population.

Bilingual candidates with Spanish proficiency.

Experience working with SAP to reconcile budgets, enter Purchase orders, requisitions, and other financial documents.

Experience with Excel worksheets to manage budgets, including formulas and complex data analysis.

Willingness to work occasional nights and weekends.

Commitment to student community of inclusiveness, diversity and social justice.

Job Description

Reports to the Upward Bound Director. The Grant Senior Secretary is
responsible for oversight of administrative operations of two federally funded Upward Bound programs.

Performs a variety of confidential and complex administrative duties requiring independent judgment and initiative in support of the Director and program staff.

May be required to work occasional nights and weekends.

Continuation of this position is contingent on satisfactory performance and project funding.

Employment with Texas State University is contingent upon the outcome of a criminal history background check.

Job Duties

Record budget transactions Maintain a program shadow budget.

Ongoing tracking and reconciliation of the Upward Bound Program budgets to ensure compliance with university and U.S. Department of Education regulations.

Prepare and process requisitions/invoices for purchases Submit monthly budget reports.

Hire, train, schedule and supervise student employees and evaluate work performance.

Make travel arrangements and prepare travel applications and vouchers Maintain program files and review for completeness.

Maintain an electronic records management system (Blumen/Lacai database) to ensure accurate record keeping and reporting of program services.

Provide administrative and technical support to the Director in monitoring performance objectives to ensure accurate and timely completion of the Department of Education Annual Performance Report.

Process incoming and outgoing mail.

Assist Director by preparing and processing forms needed for efficient office/program operations.

Assist in coordinating, organizing, and implementing college readiness, cultural and developmental student activities.

Answer a multi-line phone, transfer and screen calls as needed; take detailed messages.

Perform other duties as assigned.

Additional Information to Applicants

This is a 1 year assignment, and contingent upon grant funding.

Job Open Date09/01/2020Job Close Date (posting closes at midnight)Open Until FilledYesNormal Work DaysMonday, Tuesday, Wednesday, Thursday, FridayNormal Work Hours Start8:00AMNormal Work Hours End5:00PMPosting NoticesYOU WILL BE REQUIRED TO ELECTRONICALLY ATTACH A RESUME AND COVER LETTER TO YOUR APPLICATION. Legal and Required Notices

Texas State University is an Equal Employment Opportunity/Affirmative Action Employer, committed to inclusive thought and action in support of our diverse community. Individuals from historically underrepresented groups and all those who share our commitment to inclusivity and passion for the strength of our diversity are strongly encouraged to apply.

Employment with Texas State University is contingent upon the outcome of record checks and verifications including criminal history, driving records, education records, employment verifications, reference checks, and employment eligibility verifications.


Texas State University is a tobacco-free campus. Smoking and the use of any tobacco product will not be allowed anywhere on Texas State property or in university owned or leased vehicles.

Texas State University is a member of the Texas State University System. Texas State University is an EOE.


Texas State is committed to increasing the number of women and minorities in administrative and professional positions.

Why work @ Texas State?

• Amazing health insurance: various coverage options starting your first day of employment for full-time employees with Texas State paying 100% of the employee premium and 50% for your dependents!
• Generous paid time off: vacation, holidays, sick days and many more!
• Excellent work life balance resources: mother and family-friendly resources in addition to a comprehensive FREE wellness program
• Great professional development opportunities: choose from a variety of workshops, training, online learning and even access educational leave opportunities and reimbursement for academic courses
• An inclusive Bobcat community: join our many social networks offered on and off-campus
• Retirement peace of mind: TRS pension, retirement plans and voluntary saving options with generous employer contributions


By joining the Texas State Bobcat team, you’ll be a part of one of the most beautiful, diverse, and growing universities in the nation.

Quick Linkhttp://jobs.hr.txstate.edu/postings/33626Applicant DocumentRequired Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. DD 214/DD1300
  2. Veteran's Preference
Supplemental Questions

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    Job No:
    Posted: 9/10/2020
    Application Due: 12/9/2020
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