Program Assistant 3

Job Summary

Coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations.  Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.

Specific Responsibilities

Documents & Databases

• Independently responds to and composes correspondence. 
• Creates and maintains standard spreadsheets and/or databases.
• Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
• Determines format, elements, trends, etc.

Accounting

• Approves appropriate expenses, purchases and reimbursements per budget. 
• Creates and maintains financial records.
• Prepares forms.
• Verifies appropriateness and accuracy of charges.
• Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
• Updates financial transaction spreadsheets and databases. 
• Generates summary reports and statistics.  
• Processes routine payroll actions. 
• Maintains accounting balances for grants/contracts.

Human Resources

• Initiates full range of HR actions such as new employee dept orientation.
• Resolves hiring, termination, etc. processing problems.
• Drafts job descriptions.
• Explains HR procedures.

Coordinations

• Manages supervisor's and/or dept calendar.

• Manages registration and travel. 
• Organizes and coordinates events which may include creating timelines.
• Collects agenda items and background materials.
• Creates registrant profiles.
• Coordinates complex itineraries involving domestic and/or international travel, etc. 
• Prepares annual event, conference and/or meeting budget.
• Verifies invoices and expense reports; and/or reconciles to budget.

Contacts

• Screens and prioritizes incoming calls. 
• Responds to inquiries.
• Provides basic interpretation of policies and procedures. 
• Researches information to resolve problems or issues.

Student Services

• Provides a variety of administrative support for student services such as recruitment; admissions; applications; curriculum; program evaluation.
• Recommends alternatives for course requirements. 
• Reviews administrative processes and procedures regarding student services and recommends changes.

Supervision

• Coordinates work of, temporary/work-study student(s)

Minimum Qualifications

• A high school diploma or its equivalent along with 4 years of administrative support experience is required.

How to apply: