Job Title: Office of Undergraduate Research and Scholarship Assistant
Department: Office of Undergraduate Research and Scholarship
Classification: C4
Updated: January 2019

Job Summary

Coordinates a variety of duties for the Director of Undergraduate Research and Scholarship in which discretion and/or judgment concerning the procedures to use or policies to follow is required.

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 department/office 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 systems.
• Responsible for creating, maintaining and updating files and record keeping systems; paper and/or computerized.
• Compiles and logically formats statistical data and reports.
• Disseminates information that may require explanation and interpretation of established university and departmental policies and procedures, and directs individuals to sources of additional information.
• Monitors departmental FRS and Banner, reviews budget reports and reconciles the reports with the department/office’s records.
• Generates reports, memorandums, correspondence, presentation materials spreadsheets and graphics, and other similar materials using computer systems.
• Create and maintain database systems.
• Performs and coordinates scheduling tasks and support services associated with preparing and making arrangements for major meetings, conferences, exhibits, travel, or other related duties for both internal and external contacts.
• Responsible for ordering office supplies; process travel vouchers, requisitions, IDCs I9s and various university forms.
• Manage/maintain supervisor’s schedule.
• Coordinate all clerical duties associated with staff searches.
• Conducts special projects and assignments as directed.
• Coordinates special events and functions.
• Other related duties as assigned.

Non-Essential Functions

• Make travel arrangements.

Actual Duties as Performed

• Responsible for managing student travel and research grants, including, but not limited to, tracking applications, corresponding with applicants, tracking grand budgets.
• Performs and coordinates scheduling tasks and support services associated with preparing and making arrangements for major meetings, conferences, exhibits, travel, or other related duties for both internal and external contacts.
• Provide administrative support to the Director of Undergraduate Research, including, but not limited to, managing/maintaining Director’s schedule.
• Manage the Office of Undergraduate Research and Scholarship website and email accounts, as well as their subsidiary sites and email accounts.
• Disseminates information that may require explanation and interpretation of established university and departmental policies and procedures, and directs individuals to sources of additional information.
• Responsible for the coordination/completion and the quality of the clerical work for the department/office 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; receiving information in various forms and determining the appropriate method of processing.
• Assists in supervising student employees.
• Responsible for creating, maintaining and updating files and record keeping systems, and database systems; paper and/or computerized.
• Monitors departmental FRS, reviews budget reports and reconciles the reports with the department/office’s records.
• Generates reports, memorandums, correspondence, presentation materials spreadsheets and graphics, and other similar materials using computer systems.
• Responsible for ordering office supplies; process travel vouchers, requisitions, IDSs I9s and various university forms.

Required Qualifications

• High school graduate or equivalent.
• Minimum of four 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 to successfully organize and prioritize workload.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
• Demonstrated experience to successfully work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to successfully maintain positive intercultural and interpersonal relationships.

Preferred Qualifications

• Some college course work.
• Higher education 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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