Administrative Assistant I

Job description

Job no: 506678
Work type: Staff Full Time
Categories: Administrative & Office Support

General Summary of Position: This position will serve as a primary pre & post-award liaison for individual investigators assigned by the Associate Provost for Decision Support & Strategic Initiatives . The incumbent will provide direct support and guidance to Principal Investigators applying for research funding through a variety of federal agencies and non-federal organizations, assisting faculty in all aspects of proposal preparation, including preparing proposal subsections, budget development and non-technical components of applications; reviewing and interpreting sponsor solicitations, obtaining departmental, College and University approvals as required. The incumbent will also assist with all aspects of the post award administration including budget monitoring, assistance with purchasing, hiring, travel and facilities requests. The incumbent will work directly with faculty and administrators to monitor and ensure compliance and efficiency of grant activity, fiscal resources and controls.

SUPERVISION RECEIVED (Name and title of person from whom incumbent receives direction )

Associate Provost for Decision Support & Strategic Initiatives


Associate Provost for Decision Support & Strategic Initiatives


  • Perform administrative support of all related activities for the Office of Research & Economic Development.
  • Support faculty and staff in the preparation & submission of proposals and post-award administration of sponsored research projects.
  • Assist with calculations for budget development pertaining to grant activity.
  • Interact with a variety of campus and system-wide administrative offices to facilitate the management, administration and implementation of sponsored research.
  • Interpret a broad range of sponsor & University policies, government regulations and contractual requirements.
  • Coordinate and conduct all administrative activities associated with sponsored award management. Duties will include assisting with purchasing, travel administration & hiring, perform tasks relating to budgetary compliance, submit facilities maintenance requests & requisitions, assist with all aspects of research compliance - submission to IRB, IACUC, etc., monitor budgets & prepare budgets, expense reports & invoices.
  • Participate in the presentation of research administration training sessions.
  • Develop and maintain databases of assisted grant activity.
  • Act as liaison and first point-of-contact for faculty/staff seeking information and assistance about grant submissions, policies and procedures.
  • Assist supervise, train and assess work-study students on office procedures and duties assigned to them.
  • Responsible for maintaining confidential files (hard copy and electronic copies) for assisted grant activity.
  • Responsible for keeping up to date on all relevant components of PeopleSoft Financial and Student systems.
  • Provide faculty/staff with required information from PeopleSoft and other logistical software.
  • Assist with edits to faculty research webpages and/or research departmental web pages
  • Provide backup assistance to the Administrative Assistant II.
  • Other duties as assigned.

Minimum Qualifications (Required):

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 below:

I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience. *

II. An Associate’s or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience. *

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.

QUALIFICATIONS REQUIRED AT HIRE (List knowledge, skills, abilities)

  • Knowledge of the principles and practices of office management.
  • Knowledge of the methods of general report writing.
  • Knowledge of the methods used in the preparation of charts, graphs and tables.
  • Knowledge of the types and uses of general office equipment.
  • Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
  • Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.
  • Ability to follow written and oral instructions.
  • Ability to gather information through questioning individuals and by examining records and documents.
  • Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.
  • Ability to assemble items of information in accordance with established procedures.
  • Ability to determine proper format and procedure for assembling items of information.
  • Ability to prepare general reports.
  • Ability to maintain accurate records.
  • Ability to prepare and use charts, graphs, and tables.
  • Ability to communicate effectively in oral expression.
  • Ability to give written and oral instructions in a precise, understandable manner.
  • Ability to deal tactfully with others.
  • Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds.
  • Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and /or evaluations; determining subordinates' training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.
  • Ability to exercise sound judgment.
  • Ability to exercise discretion in handling confidential information.

Additional Information:

Department: Research and Economic Development

No. of Positions-1


State Funded-X

Salary: $45,245.98

(Note: Salary shown is subject to decrease per the terms of the Memorandum of Agreement signed between the union and University administration on 9/24/2020. This decrease will be in effect for the period of 9/27/2020 - 7/2/2021, after which time the salary will be adjusted back to this full rate.)

Hours: Monday-Friday, 9:00 a.m.-5:00 p.m.

Grade: -15


QUALIFICATIONS ACQUIRED ON JOB (List knowledge, skills, abilities)

  • Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
  • Knowledge of the proper telephone procedures for making and receiving agency calls.
  • Knowledge of the types and uses of agency forms.
  • Knowledge of the laws, rules and regulations governing the state personnel system.
  • Knowledge of state budgetary procedures relating to positions, salaries and personnel services.
  • Knowledge of the laws, rules, policies and procedures governing Federal Grant Administration.
  • Knowledge of state procedures governing the purchasing and requisitioning of supplies and equipment.
  • Knowledge of state accounting and budgetary procedures including terminology.
  • Knowledge of the principles, practices and techniques of supervision.
  • Knowledge of PeopleSoft and other University software systems.
  • Knowledge of grant proposal applications for varied funding agencies.
  • Knowledge of government regulations and University policies applicable to sponsored research.
  • Ability to use and other electronic proposal routing systems.
  • Knowledge of how to calculate budgets.
  • Knowledge of agency procedures and guidelines governing purchasing.
  • Knowledge of university processes for all tasks related to grant support.

Special Instructions to Applicants:

To apply please submit a letter of interest, current resume and the contact information for three professional references.

The deadline for INTERNAL applicants is November 30, 2020.

Advertised: 17 Nov 2020 Eastern Standard Time
Applications close: 30 Nov 2020 Eastern Standard Time




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Job No:
Posted: 11/18/2020
Application Due: 11/30/2020
Work Type: