Administrative Assistant, Office of Sponsored Research

Job Summary

The Administrative Assistant provides administrative and operational support for departmental activities, including grant administration, budget tracking, records management, communications, scheduling, procurement, and office coordination. This role serves as a liaison between internal departments and stakeholders while ensuring efficient office operations and accurate documentation.

Duties and Responsibilities

• Perform proposal processing, award documentation, and data entry for grant activities.
• Prepare and monitor grant budgets and related financial records.
• Maintain accurate grant files and departmental records.
• Enter and manage electronic data within organizational systems.
• Respond to inquiries and provide administrative support to internal and external stakeholders.
• Manage departmental communications, correspondence, and announcements.
• Maintain department webpages and internal documentation.
• Coordinate onboarding activities with internal departments.
• Create, edit, and maintain reports, forms, spreadsheets, and other documents.
• Manage departmental calendars, meetings, conferences, agendas, and meeting minutes.
• Review documents for completeness and accuracy.
• Process purchase requisitions, invoices, procurement card transactions, and office supply orders.
• Coordinate office equipment and facility maintenance.
• Track and reconcile departmental budgets and financial records.
• Assist with special projects and additional administrative assignments.
• Ensure projects are completed within established deadlines.

Requirements

• Associate degree or equivalent post-secondary education in Business or a related field.
• 3–5 years of administrative experience.
• Strong administrative, organizational, and customer service skills.
• Experience with budget tracking and financial recordkeeping.
• Knowledge of Microsoft Office applications, including Excel, Word, PowerPoint, Outlook, and related business software.
• Experience using enterprise information systems.
• Strong analytical, research, and problem-solving abilities.
• Ability to prioritize multiple tasks and meet deadlines.
• Excellent written and verbal communication skills.
• Ability to work independently and collaboratively in a team environment.