Job Title: Administrative Assistant - Office of the Vice Provost for Research Administration 
Classification: C5
Department: Vice Provost for Research Administration (RA) and the Center for Scholarly and Creative 
Updated: January 2019

Job Summary

Acts as a general assistant to the Vice Provost for Research Administration, performing non-routine office functions which substantially contribute to the unit’s or division’s objectives.

Essential Functions:

• Performs administrative work of a confidential nature for the Vice Provost for Research Administration.
• Coordinate the administrative and operational activities of the Office of the Vice Provost for Research Administration (RA) and the Center for Scholarly and Creative Excellence (CSCE).
• Responsible for the calendar for the Vice Provost of Research Administration.  
• Assists with the creating, updating, and first level review for the electronic submittal of grant applications and final reports.
• Responsible for coordinating the CSCE newsletter.
• Responsible for coordinating CSCE and RA events and special functions.
• Maintains and analyzes set of complex budgetary records by performing bookkeeping related duties such as reconciling, monitoring, making, and tracking expenditures, preparing budget statements regarding the status of accounts, making recommendations as to projected budgets.
• Responsible for calendar of the Vice Provost for Research Administration. 
• Supervise student employees.
• Responsible for reports for RA and the CSCE.
• Coordination of the R&D Committee meetings, grant reviews and sabbatical review.
• Responsible for schedule monthly AP staff meetings and weekly one-on-one meetings with the AP staff.
• Other related duties and activities as assigned.

Non-Essential Functions:

Not Applicable

Required Qualifications:

• High school graduate or equivalent.
• Minimum of five years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Demonstrated experience to successfully coordinate large projects.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience in a supervisory role or equivalent.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to handle complex budget records and assist with financial concerns.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
• Ability to work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to maintain positive intercultural and interpersonal relationships.

Preferred Qualifications:

• Bachelor's degree.
• Education, business and/or grant experience.
• Supervisory experience.

Supervision Received:

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.

Supervision Exercised:

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division. 

Physical Demands:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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