"Administrative Assistant I"

POSITION SUMMARY:

Under general supervision, provides moderately complex administrative support to an individual, office, department or program. Work requires thorough knowledge of the College of Education Grants Office and grant-funded programs where assigned and involves moderate participation in the work of the supervisor. Incumbents have responsibility for office operations and function independently, where procedures have been established with moderate consequence of error.

JOB DESCRIPTION:

• Edits, formats, and revises a variety of documents and materials created by others. Proofreads for grammatical, typographical, and basic content errors.
• Composes responses to routine inquiries in accordance with general instructions.
• Develops, implements, and maintains paper and electronic filing systems which meet department needs and satisfy requirements for retention, reporting, and information security. Enters, updates, and retrieves information as needed.
• Supports complex multi-grant administration, including maintaining accurate records for grant-funded projects, tracking deadlines, coordinating communications, and assisting with grant-specific compliance and reporting requirements.
• Screens telephone calls, emails, and visitors; independently handles routine matters and forwards remainder to appropriate parties.
• Schedules and coordinates meetings and appointments, including grant-related events or sessions. Prepares background and support materials following general instructions. May attend meetings and provide minutes.
• Provides social media and outreach support as needed, helping draft, post, and schedule content for platforms such as Instagram, Facebook, and LinkedIn to promote grant activities and events.
• Manages data systems and tools, including Microsoft Office (Word, Excel, Outlook, Teams), Google Workspace (Docs, Sheets, Forms), and other office or grant-specific software to track, organize, and report on projects and communications.
• Gathers and consolidates background information for reports, utilizing available resources such as departmental files, policy and procedure documents, Internet research, and communication with internal and external contacts.
• Orders supplies and equipment, oversees equipment maintenance, and may assist with department budgets, updating accounts, and creating routine reports.

Note: The intent of this list of primary duties is to provide a representative summary of the major duties and responsibilities of this job. Incumbents perform other related duties assigned. Specific duties and responsibilities may vary based upon departmental needs.

ADDITIONAL INFORMATION:

MINIMUM QUALIFICATIONS:

• EDUCATION: High School Diploma or GED
• EXPERIENCE: 2-3 years experience providing administrative support.
• OTHER: Applicants may be required to complete the institution’s required skills assessment to be considered. Some positions require specific skills such as word processing, spreadsheet, presentation, database, email or calendaring software, and Internet proficiency.

REQUIRED KNOWLEDGE/SKILLS/ABILITIES:

• General knowledge of and skill in the practical application of office practices and procedures. Strong ability to communicate effectively, both orally and in writing, with internal teams, external partners, and grant stakeholders. Ability to proofread and edit written documents for clarity and accuracy.
• Proficiency with various computer software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams), Google Workspace (Docs, Sheets, Forms, Drive), email and calendaring software, and social media platforms (Instagram, Facebook, LinkedIn).
• Strong database management skills, including organizing, tracking, and analyzing data for multiple grants or projects. Ability to understand and follow oral and written instructions. Ability to plan, organize, prioritize, and execute multiple and concurrent assignments with minimal supervision. Ability to interact effectively with internal and external parties in a courteous and efficient manner. Familiarity with supporting grant administration processes, compliance documentation, and communication workflows.

OTHER:

Except for qualifications established by law, additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30-college credits being equivalent to one year of experience