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Executive Administrative Assistant / Grants Coordinator

Alamance Community College Graham, NC

  • Expired: over a month ago. Applications are no longer accepted.
Job Description
DESCRIPTION: Under general direction, the Executive Administrative Assistant performs a variety of confidential and complex administrative duties for the Grants Officer and the Executive Director of the Biotechnology Center of Excellence. EXAMPLE OF DUTIES: Maintains the calendar, schedules appointments, and makes necessary meeting arrangements; screens calls and visitors, and refers inquiries as appropriate; responds to requests for information with appropriate instructions, precedents, and regulations; performs grants-related duties; performs routine budget, payroll, and purchasing duties; and provides administrative support to the Grants Officer and the Executive Director of the Biotechnology Center of Excellence. Uses critical thinking skills to research, analyze data and compile reports; assists with special projects; assists the Grants Officer and the Executive Director of the Biotechnology Center of Excellence with a variety of senior level functions, including but not limited to: updating and maintaining policies and procedures; writing reports, letters, and memorandums; and reviewing and interpreting budgetary data reports, letters and other correspondence. Uses problem-solving skills to assess situations and offer appropriate responses and recommendations for corrective actions pursuant to state, federal and college policies and procedures. Monitors Grants Officer’s and Executive Director’s schedules and email on a daily basis. Answers phones and interfaces with internal and external customers. Initiates and maintains a variety of files and records of information such as personnel, budget, and expense records; maintains manuals and updates resource materials; recommends organization or procedural changes. Supports the Grants Officer and Executive Director by preparing meeting packets, recording minutes, compiling and managing information, and following up on action items. Maintains system for tracking grants and new initiatives. Provides administrative support to the Grants Officer and Executive Director, including preparing agendas, correspondence, assembling materials, taking minutes of meetings as assigned. Prepares comprehensive reports, compiles budget requests, and recommends expenditure requests for designated accounts. Assists with extensive and critical planning of work of the Grants Officer’s and Executive Director’s Office, ensures follow-through, tracks progress of projects and utilizes effective workflow systems to increase efficiency and effectiveness. Leads and/or assists in the planning and coordination of events to support the Grants Officer’s and Executive Director’s Offices. Manages the Grants Officer’s and Executive Director’s; travel and accommodations, conference registrations, and travel-related plans and documentation. Assists in monitoring office budget for salaries, supplies, travel, or other expenses; monitors expenditures to ensure compliance with approved budget, and assists in developing draft budgets as necessary. Monitors deadlines, status of documentation, scheduled activities, or other issues requiring timely action/response and performs follow-up. Performs other job related duties as may be necessary. The ability to exercise discretion when working with confidential information. The ability to demonstrate sensitivity when handling and maintaining confidential information. Other duties as assigned. Role may require occasional evening and weekend activities. Alamance Community College is an equal opportunity/equal access/affirmative action employer, fully committed to achieving a diverse workforce. GRANTS RELATED DUTIES INCLUDE: Grant Submission Complete routine sections of grants (under Grants Officer review). SF424, for example. Prepare Grant Notification paperwork for Cabinet review. Secure appropriate application signatures. Schedule, and keep notes on team meetings. Proof grant submissions, ensuring all necessary sections are complete. Format grant submissions according to funder specifications. Creates tables and charts for inclusion in the grant. Keeps library of grant participant information for repeated use: Faculty CVs, Current and Future Support, etc.) Grant Reporting Manage reporting schedule. Keep a master file of routine documents (example: college description). Update and file routine reports. Track monthly expenditures of each grant compared to the approved budget, especially ensuring that expenses fit within budgeted categories, and distribute reports to Principle Investigators. Manage payroll for employees funded by grants. Maintain database of participants in focus groups, camps, and other events. TYPICAL QUALIFICATIONS: Required Competencies: Excellent verbal and written communication skills and be able to write professional letters, memorandums, reports and other literature as may be necessary. Competency in use of current office methods, procedures, and equipment. Proficiency in MS Office products and have experience using word processing, developing spreadsheets, and using database software applications. Exceptional organizational skills. Ability to work independently and quickly acclimate to the College's system of operations. Ability to interface and collaborate effectively with a broad array of constituencies such as internal faculty, staff, administration and students; external governmental agencies, businesses, nonprofit organizations and the general public. Demonstrated history of proven strong work ethic. Typing skills commensurate with the needs of a position at this level The capacity to interpret and apply various policies, laws, and regulations pursuant to the operations of the College. The ability to work independently in the absence of supervision. The ability to analyze situations carefully and adopt effective courses of action. Initiative and the ability to propose solutions to problems. The ability to compile and maintain complex and extensive records, and reports. Knowledge of and sensitivity to educational, political and social issues. SUPPLEMENTAL INFORMATION: Candidates selected for an on-campus interview will be asked to take skills tests to assess their writing and skills in the use of office technology. An ACC on-line application MUST be fully completed for consideration, which includes a required letter of interest and transcript attachment. Resume attachments are welcome but will not be accepted in lieu of complete application. Transcript MUST be scanned and attached in order to be considered for this position! Employment Type: Full Time Years Experience: 5 - 10 years Salary: $40,000 - $50,000 Annual Bonus/Commission: No

Alamance Community College


Graham, NC
27253 USA



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