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Administrative Assistant/Office Manager, Office of Sponsored Programs & Title III

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Administrative Assistant/Office Manager, Office of Sponsored Programs & Title III

Expected Start Date: As soon as a suitable candidate is found.

Date Posted: 11/15/2021

Application Deadline: Open Until Filled.

 

Position Title: Administrative Assistant/Office Manager, Office of Sponsored Programs & Title III

Reports To: Director of Sponsored Programs & Title III

Terms of 

Employment: Twelve Months

Salary Range: $33,000 to $35,000

FLSA Classification: Exempt

 

GENERAL SUMMARY:

Paine College is a private institution steeped in the tenets of Methodism that provides a liberal arts education of the highest quality.  The College emphasizes academic excellence, ethical and spiritual values, social responsibility, and personal development to prepare spiritually-centered men and women for positions of leadership and service.

 

The Office of Title III and Sponsored Programs provides oversight for all institution's grants. The Office ensures grants management and methodologies are in 100% compliance with applicable law that supports effective planning and implementation.

 

JOB DESCRIPTION

The Administrative Assistant/Office Manager reports to the Director of Sponsored Programs and Title III.  This position will provide administrative support to the Director of Sponsored Programs and Title III and Activity Directors.

ESSENTIAL DUTIES AND RESPONSIBILIES:

Duties will include, but are not limited to:  

  • Utilizing computer database to monitor the completion of all documents including letters, requests for information, monthly and quarterly reports, surveys, memoranda, grants, unit plans, and unit reports;

  • Pulling general ledgers in Jenzabar system to prepare monthly drawdown reports;

  • Composing and typing routine letters and memoranda in addition to maintaining up-to-date files;

  • Composing, producing, and distributing all print production for the program (Newsletters, Reports, etc.) as instructed;

  • Coordinating filing system for efficient storage and retrieval of information; 

  • Assisting the Director in monitoring the Title III budget by maintaining records of expenditures;

  • Assisting in developing, processing, and monitoring annual budget requests and transactions;

  • Monitoring and maintaining inventory of equipment purchased through the Title III & Sponsored Programs budgets, including labels and logs;

  • Creating and following-up on requisitions for purchases of goods and services;

  • Ordering and maintaining supplies;

  • Assisting the Director in preparing reports to various constituencies to be used to evaluate programs; 

  • Composing routine correspondence, minutes and proceedings to be reviewed and forwarded to a variety of internal and external constituencies;

  • Developing and preparing adequate and appropriate material for Director's travel as needed;

  • and

  • Performing other duties as assigned.

 

 

REQUIRED QUALIFICATIONS:

 

Education:  Associate degree and/or Bachelor's Degree in secretarial science, office management, or other related field preferred 

  • A minimum of five (5) years office administration and management, or relevant work experience supporting an executive level administrator

  • Experience as an office manager a plus

  • Proficient in computer databases, Jenzabar preferred

  • Knowledge of multiple computer software applications for the office environment; preferably Microsoft Office

  • Strong Microsoft Excel skills 

  • Bookkeeping/Accounting skills a plus

  • Proactive, Self-motivated, ability to work on a team or independently

  • Effective and efficient communication, organizational and time management skills

  • Excellent analytical, oral and written communication skills to accurately document, report, and present findings

  • Must be customer focused and possess good interpersonal skills to interface with all levels of internal and external stakeholders, senior administrators, staff, faculty, and students

  • Ability to handle myriad projects simultaneously and independently, and to organize and coordinate the work of others to accomplish objectives

  • Ability to complete all assigned tasks and projects on deadlines

  • Some knowledge of federal regulations, policies, and procedures pertaining to Title III grantees and higher education recipients of federal funding, including the Higher Education Act of 1965 as amended, is preferred

CLOSING DATE: Until Filled

To Apply

Complete an application for employment online.

 

Submit the following material to apply for the position:
Letter of interest that details the applicant's expertise and outlines the applicant's qualifications for the position; three letters of recommendation, and all unofficial transcripts from institutions of higher education attended by the applicant.  If hired, official transcripts must be submitted within one (1) month of hire.

For specific questions regarding this posting contact: 

April Ewing, M.S.

Director of Sponsored Programs and Title III

aewing@paine.edu 


EFFECTIVE DATE OF APPOINTMENT

 

ASAP.  Review of applications will begin immediately and will continue until the position is filled.

Note: If hired, the successful candidate will be asked to sign a Certification Statement indicating that they have read, understand, and will respect the Biblical Foundation Statement and the Christian Philosophy of Education Statement of Paine College.  These statements may be found at https://paine.edu/web/about/about/foundational-statements

 

To Apply

Complete an Application for Employment online. Faculty positions may still require applicants to mail transcripts and other documents. See application for details.

 

For questions regarding this posting contact:
Paine College
Office of Human Resources
706-821-8636

Paine College is an Affirmative Action, Equal Educational Opportunity Institution.

 


Staging Enabled