Administrative Assistant

POSITION SUMMARY

Provides administrative support to the Grants and Scholarship Offices. Responsibilities for the Grants Office include maintaining grant records; tracking deadlines; preparing correspondence and reports; updating departmental guides; budget monitoring; processing financial transactions; managing credit card accounts; coordinating appointments, travel, and departmental activities; and overseeing office supplies. Responsibilities for the Scholarship Office include managing scholarship materials; ensuring accuracy by verifying information with scholars and relevant parties; organizing applicant data for the annual scholarship scoring process; assisting with scholarship recipient events and outreach at high schools.

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES
1. Provide support to Grant Director and Grant Manager for overall administrative and coordination of functions within the Grants Office. Provide support for pre/post grant management.
2. Assist with research and analysis of data for complex grant applications, i.e. participant demographics, employment/labor trends, poverty data, and assist with eloper with documentation for grant applications.
3. Maintain grant records. Update and maintain annual grant calendar to track deadlines, communication, grant agreements, and reporting.
4. Prepare correspondence, documents, compile data for internal and external reports, and other related materials. Update and maintain Grant Office Guide.
5. Assist Grants team with department projects including presentations and trainings.
6. Be cross-trained and perform related tasks for all areas within Institutional Advancement.
7. Process purchase requisitions, transfers, direct pay vouchers, invoices, and budget adjustments; maintain department credit card account, reconcile credit card statements; track department budget.
8. Manage appointment scheduling, coordinate travel arrangements, organize accommodations, maintain calendars and records, and assist with the planning and organization of department activities.
9. Maintain professional organization memberships for Director and Grant Manager.
10. Support the Scholarship Office, Deans, and Financial Aid Director by tracking, processing, logging, and maintaining all incoming external and grant-funded scholarship material, and processing external scholarship returns
11. Assist with visits at high school scholarship workshops and outreach events.
12. Verify scholarship information provided by contacting scholars and relevant parties (applicants, parents, funders).
13. Organize scholarship applicant information and assist in the annual scholarship scoring process.
14. Perform related duties as assigned.

MINIMUM QUALIFICATIONS
1. Associate degree or equivalent in related subject; a combination of education and experience may be considered.
2. Two (2) years of professional work experience.
3. Strong written and oral communication skills.
4. Strong attention to detail and organizational skills.
5. Ability to handle multiple tasks and responsibilities simultaneously.
6. Proficient in MS Office Applications and ability to learn department and job specific software systems.
7. Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
8. Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence.
9. Demonstrated commitment to the college's core values of respect and inclusion, sustainability, integrity, collaboration, humor and well-being, innovation and quality.

PREFERRED QUALIFICATIONS
1. Bachelor's Degree in related subject.
2. Workday experience.
3. Financial aid experience.
4. English and Spanish verbal and written communication proficiency.
5. Demonstrated multicultural competence.

PHYSICAL DEMANDS
1. Normal office physical demands.
2. Ability to travel between campus locations and to and from community events.

WORKING CONDITIONS
* Duties are performed indoors in the usual office and/or outdoor environment.
* Some weekends required.