FT Staff: Program Assistant- Office of Sponsored Programs

3 days ago


Raleigh, North Carolina, United States Shaw University Full time

Reporting to the Office of Sponsored Programs Department Head, the Program Assistant provides administrative
support to the Department Head and assists with grant administration tasks. Responsibilities include customer
service and phone coverage, drafting of correspondence, report preparation, calendar management, meeting,
and workshop coordination; creates and maintains hard copy and digital files and records; maintains office
supplies; and data collection and management.

Essential Job Functions:


• In consultation and collaboration with the Sponsored Programs staff, this position ensures that
the Title III Grant Programs are operating in compliance with all federal and university
guidelines; and provides compliance tracking for all grants and contracts in the Office of
Sponsored Programs.

• In consultation and collaboration with the Sponsored Programs staff, prepare annual submissions of Title III
Phase II applications.

• In consultation and collaboration with the Sponsored Programs staff, prepare U.S. Department of
Education Annual Performance Reports, Interim Reports, Final Reports and Comprehensive
Development Plans.

• Oversee records management and equipment inventory.

• Gather data for reports, manuscripts, memos, and other correspondence

• Assist Sponsored Programs staff in planning and coordinating all workshops, special events and training

• Assist Sponsored Programs staff in training and orienting all grant constituents

• Completes and maintains Title III and other reports as requested.

• Act as department receptionist: distributing mail, answering calls, greeting visitors, delivering/receiving
packages, and providing information in response to inquiries.

• Other duties as assigned.

Supervisory Responsibilities
Student Workers

Education and/or Experience:


• Bachelor's degree preferred or combination of education and relevant work experience.

• Experienced in administrative work, preferably in a higher education setting.

• Skilled in Word, Excel, PowerPoint, and e-mail, proper document preparation and formatting, and
general business protocol; must be proficient in tables, charts and graphs, spreadsheets and professional written communication.

Certificates, Licenses or Registrations
None

Other Competencies:

Must have a philosophy that is consistent with the Mission, Vision and Core Values of the organization. Vision,
commitment, and experience in achieving goals and pursuing excellence is critical. Strong oral and written
presentation skills. Ability to work well independently and as a member of a team. Excellence in organization,
decision-making, problem-solving and creating a collaborative environment. Ability to manage multiple projects
simultaneously. Must be able to read, write and speak fluently in English.

Physical Demands:

Ability to sit or stand for up to 8 hours/day. Some lifting (up to 25 pounds occasionally), bending, and carrying.
The employee is regularly required to talk and hear, and to use hands and fingers to handle or feel.



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