Office of Sponsored Programs Assistant
Title: Office of Sponsored Programs Assistant
Classification: C4
Department: Office of Sponsored Programs/Vice Provost for Research Administration
Updated: January 2019
Job Summary
This individual will act as general assistant to the Director of the Office of Sponsored Programs, performing many non-routine office functions which substantially contribute to the Office’s objectives.
Responsibilities
Essential Functions:
- Receives information in various forms and determines the appropriate method of processing.
- Responsible for the coordination/completion and the quality of the clerical work for the Office of Sponsored Programs (OSP) which includes answering telephones, providing information, or routing calls to appropriate person; open and route incoming mail and prepare outgoing mail, including bulk mailings; typing memos and other correspondence; maintain office filing system.
- Acts as liaison for the Office in situations as designated by the Director.
- Responsible for creating, maintaining and updating all grants files and other official records, record keeping systems; records retention/disposition; etc. Records are both paper and/or electronic.
- Responsible for data entry of grant proposals/awards in Cayuse424 and Banner.
- Compiles and logically formats statistical data and reports, and assists in the creation of annual reports, monthly reports, presentations, and other publication utilizing this data. This data is disseminated within the University and externally.
- Disseminates information that may require explanation and interpretation of established university and departmental policies and procedures, and directs individuals to sources of additional information.
- Maintains and monitors/analyzes complex budgetary records by performing bookkeeping related duties such as reconciling, monitoring, making/tracking expenditures, preparing budget statements regarding the status of accounts and making recommendations as to projected budgets. Requires knowledge and skill in using BANNER Finance.
- Develops, prepares, and/or composes responses to memos and correspondence requiring research, judgment and discretion routinely writes, edits and submits materials for internal/external communications
- Generates reports, correspondence, presentation materials, spreadsheets and graphics, and other similar materials using computer systems.
- Edits correspondence, reports, and materials for publications. Compiles data and materials for presentations and proposals
- Create and maintain database systems (Access, Excel, Cayuse424, Cayuse Analytics, banner, etc.).
- Maintains and updates the Office of Sponsored Programs website.
- Coordinates scheduling tasks and support services associated with major meetings, conferences, training sessions, travel, or other related duties for both internal and external contacts.
- Responsible for ordering office supplies; process various university forms.
- Supervise student employees and graduate assistants.
- Process student employee Ultratime and maintain appropriate records monitoring available dollars.
- Manage/maintain Director, schedule
- Coordinate all clerical duties associated with staff searches, special functions, and special assignments, as directed
- Coordinate and maintain OSP resources, i.e. library, vouchers, handouts.
- Coordinates OSP space planning needs, all equipment needs, and supplies.
- Makes travel arrangements.
- Conducts special projects and assignments as directed by Director.
- Performs administrative work of a confidential nature, as requested by the Director, OSP.
- Coordinates special events and functions (e.g. Grants on the Grand, grants training, etc.)
- Other related duties as assigned.
Required Qualifications:
- High school graduate or equivalent.
- Minimum of four years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain positive interpersonal relationships.
- Typing and spelling competency.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully use a variety of computer software applications.
- 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 to successfully organize and prioritize workload.
- Demonstrated experience to successfully handle differing situations and problems in the work routine by exercising judgment.
Preferred Qualifications:
- Bachelor’s Degree
- Higher education experience.
- Supervisory experience.
- Knowledge of and experience with sponsored agreements or contracts
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.