Administrative Aide

Department: Sponsored Programs 

Summary

The Administrative Aide is often the first point of contact for customers including faculty, staff, students, visitors, and representatives of external sponsors and partnering organizations. Primary responsibilities include assisting with the processes related to the submission of proposals and processing of awards for externally funded projects, data entering various documents, assisting customers, and managing a variety of administrative tasks.

Responsibilities and Essential Duties

1. Prioritize and coordinate the electronic submission of proposals and processing of awards and post-award modifications.
2. Retrieve award documents from various federal databases/websites.
3. Disseminate proposal and award documents to faculty and staff.
4. Coordinate the closeout reporting process for external sponsored projects.
5. Data enter various agreements into departmental database.
6. Provide clerical support for the SBDC office.
7. Provide calendar and travel support to the Associate VP for Research Administration.
8. Lead departmental payroll functions, including processing internal paperwork (EPAFs) and managing time entry through Banweb.
9. Provide departmental budget management support. Independently review and maintain budget expenditure and projection information.
10. Receive correspondence via email, telephone, and mail and review to determine appropriate routing and action required.
11. Receive, review, manage and respond to various departmental email lists.
12. Create and maintain department files and internal forms/lists.
13. Provide excellent customer service to a diverse population of both internal and external customers in a professional, friendly, and courteous manner.
14. Independently respond to routine and non-routine inquiries and provide information using established policies, procedures, and practices.
15. Order/maintain departmental supplies and inventory.
16. Utilize word processing, spreadsheet, and email software to compose and edit correspondence, forms, reports, procedures, and budgets.
17. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in departmental and University continuous improvement initiatives.
18. Integrate safety practices into daily activities.
SUPERVISORY RESPONSIBILITIES: Functional supervision may be exercised over student assistants.

Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.

 

Required Education, Certifications, Licensures

High school diploma or equivalent

Required Experience

• 2  years clerical experience working in a relative, collaborative administrative office environment.
• 2 years of experience using personal computers and basic software packages.
• Experience using advanced features of word processing and spreadsheet database applications.

Required Knowledge, Skills, and/or Abilities

• Superior interpersonal, customer service and oral/written communication skills.
• Demonstrated ability to work, communicate and interact with a diverse customer base.
• Demonstrated knowledge of proper grammar, spelling and punctuation.
• Demonstrated ability to work with accuracy using numbers and have great attention to detail.
• Demonstrated ability to work as a team member and contribute to the overall smooth operation of a service environment.
• Demonstrated ability to independently organize and prioritize work assignments and take initiative to solve problems to meet various deadlines in a complex, high volume work environment.
• Demonstrated ability to use sound judgment when dealing with highly confidential information.
• Demonstrated ability to use new computer software.
• Demonstrated flexibility and ability to work under short deadlines.
• Demonstrated ability to work effectively under conditions of frequent and multiple interruptions.
• Demonstrated commitment to contribute to a safe work environment.

Desirable Knowledge, Skills, and/or Abilities

• Experience utilizing Google applications.
• Demonstrated ability to track and monitor expenditures and financial information.

• Demonstrated success in working with persons with a wide variety of personal characteristics and viewpoints.

Work Environment and/or Physical Demands

WORK ENVIRONMENT: The work environment characteristics described here ar