Administrative Assistant – Grants, International Programs, and Planning & Assessment

Administrative Assistant – Grants, International Programs, and Planning & Assessment
Millersville University

Department: Office of Grants, Sponsored Contracts, and Research
Nature of Position: Permanent, Full-time

Job Summary/Basic Function

About the position:

The Administrative Assistant 1 will perform administrative assignments and services for one or more university departments, such as analyzing administrative and personnel operations and processes, developing and recommending departmental standards and procedures, performing departmental information management, performing departmental procurement, conducting research, preparing reports of findings and recommendations, supervising student workers, and performing communications and liaison activities.

Join Our Team at Millersville University!

Position Salary:$45,907.00 annually
Plus a generous benefits package designed to support your well-being and future:

• Comprehensive Health Coverage – Medical, dental, and vision insurance
• Group Life Insurance
• Retirement Plans – Choose from two excellent options
• Tuition Waiver – Invest in your education or your familys
• Paid Time Off – Vacation, sick leave, and holidays to recharge
• Full Benefits Summary(PDF)

Why Millersville?

Nestled in beautiful Lancaster County, Pennsylvania, Millersville University is a proud member of Pennsylvanias State System of Higher Education. Were known for:

• Strong student-faculty connections
• 70+ undergraduate and 24 graduate programs
• A stunning campus and vibrant community
• Outstanding job placement for graduates

With over 66,000 alumni across the globe, our impact is far-reaching-and growing.

Our Mission & Values:

At Millersville, we live by our EPPIIC values of Exploration, Public Mission, Professionalism, Inclusion, Integrity, and Compassion.

We are deeply committed to Inclusive Excellence-creating a welcoming, supportive environment where everyone can thrive. We believe diversity is a strength, and we actively seek individuals who bring unique perspectives and experiences to our community.

Equal Opportunity for All:

Millersville University is an equal opportunity employer. We welcome applicants from all backgrounds and are committed to providing a workplace free from discrimination. Individuals from traditionally underrepresented groups are strongly encouraged to apply.

Duties and Responsibilities:

• Provide administrative support for departmental operations and personnel activity, including scheduling meetings; monitoring calendars, preparing official correspondence; data entry; maintaining information systems and records; coordinating official travel including logistics, itineraries, and related University reporting and authorizations; and maintaining organizational and professional memberships and subscriptions.
• Manage and create departmental communications, including developing and maintaining mail lists.
• Plan and organize virtual and in-person, on-campus and off-campus meetings and events.
• Maintain databases and other information systems; prepare recurring periodic reports and ad hoc reports, including data analysis, graphic presentation, and written description; recurring reports will include university performance reports, monthly and quarterly administrative activity and achievement reports; departmental quarterly and annual reports, and input final data into online planning and assessment databases.
• Manage departmental budgets and purchasing processes for the office, including research and submission of requisitions and contracts, monitor budgets and track spending across accounts, process invoices and direct payments, coordinate budget transfers and expenditures.
• Manage departmental supplies inventories including procurement of supplies
• Submit and facilitate campus work orders for Facilities, IT, and room reservations..
• Monitor and analyze departmental and University operational policies and procedures; prepare detailed and comprehensive reports of findings and recommendations; plan and implement system improvements.
• Establish and maintain cooperative working relationships with other departments on campus and off campus.
• Perform vendor relations functions to secure goods and services required for department operations, including vendor set-up and payment on SourcePoint.,
• Respond to and resolve customer service complaints, including complaint intake, conduct background research, schedule meetings, and notification of resolution.
• Maintain current knowledge of academic programs, student services, and university policies, regulations, and procedures; maintain operational proficiency in University enterprise and department-specific information and workflow systems and processes; provide support to the department in understanding and complying with relevant policies and procedures and advises on the implementation of changes and on the impact of changes on operations.
• Provide training, oversight and management of student workers and temporary employees as needed.

• All other duties as assigned.

Department-Specific Responsibilities

Grants, Sponsored Programs, and Research

Made in Millersville

• Serve as team leader for the planning, organizing, and execution of the annual Made in Millersville Conference. The day-long conference features 250-325 student presentations made by 300 – 400 students. Responsibilities include managing the inventory of conference supplies; managing the registration process for presenters, reviewers, and volunteers; coordinating volunteers; coordinating with supporting departments across campus; and procurement of goods and services necessary to support the conference.

Internal Grant Programs

• Work with respective faculty committees and related administrative units to facilitate the administration of internal student and faculty grants, including supporting applicants through the application process; compiling and managing applications for committee review; scheduling and facilitating committee meetings as requested; recording application, award, and committee activity in OGSPR files; preparing and distributing award and rejection communications to applicants; and supporting recipients through post-award administrative processes, e.g. procurement and travel.
• Maintain departmental web content.
• Kuali Build. Develop and maintain forms, workflows, and perform the administration of Kuali Build digital form builder and workflow, and provide technical support to university users of Kuali Build.
• Maintain operational knowledge of GrantFoward funding search engine.

International Programs and Services

Program and Event Support

• Assist IPS units related to logistical arrangements and on-site supervision of set-up for IPS programs and events (4-5 events a month), including international student orientation, official receptions and ceremonies related to international visitors, monthly cultural excursions and events for international students, study abroad events, and the annual Celebration of International Education ceremony and International Education Week.
• Oversee room bookings, catering, IT requests, room set-up, and other special requests for major office and unit-specific events.
• Coordinate event scheduling and volunteers for event preparation and cleanup.
• Assist IPS units related to supporting international guests, delegations, and Visiting Scholars, including preparation of accommodations, meals plans or formal meals, booking travel arrangements and as-needed interpreters.
• Assist IPS units related to planning and/or booking travel arrangements, including transportation, accommodations, and conference registrations.
• Provide study abroad program support during the summer when a graduate assistant is not available.
• Provide short-term program support for international students during the summer when a graduate assistant is not available.

Planning, Assessment and Analysis

• Responsible for planning Strategic Advisory Council meetings and related strategic plan development meetings.
  • Coordinate with Presidents Office on issuing Strategic Advisory Council membership invitations.
  
  

Required Qualifications

• Bachelors degree OR equivalent combination of experience and training.
• Ability to successfully create and manage complex schedules using calendar management features.
• Proficiency with the complete Office 365 suite, including Teams, Project, SharePoint.
• Ability to take clear and concise meeting notes.
• Ability to manage web content.
• Ability to perform basic accounting and financial administration.
• Excellent time management and workload organization.
• Ability to consistently and successfully carry out and manage workflow for multiple priorities and deadlines simultaneously.
• Excellent oral, written, interpersonal communication skills.
• Flexibility, willingness, and ability to pursue and adopt new ideas, information, and technology, and process and summarize information.
• Ability to work with faculty, staff, and students of diverse cultures, racial and ethnic groups, and socioeconomic status.
• Proficiency in Microsoft Office including Word, Excel, PowerPoint, Outlook, and Adobe Acrobat.
• Proficiency with standard office equipment.
• Commitment to inclusive practices and working with diverse student populations.
• Successful interview (Including Word and Excel tests).
• Successful completion of three background checks.

Preferred Qualifications

• Experience in higher education administration.
• Experience with managing digital forms and workflows.
• Proficiency with SAP, Business Intelligence, and Banner.

Job Description

Essential Functions

Please Note: These duties are to be performed with or without an accommodation. We are committed to providing reasonable accommodations in accordance with Americans with Disabilities Act (ADA).

• Ability to work in person on campus in an office setting.
• No or very limited physical effort required.
• No or very limited exposure to physical risks.
• Extensive writing skills (prepare and organize complex documents).
• Extensive verbal communication skills (provide information and assistance regularly).
• Intermediate math skills.
• Most work done at a desk, utilizing a computer and phone.
• Work is normally performed in a typical interior/office work environment.
• Understanding of written and verbal directions.
• Ability to sit for long lengths of time.
• Must be able to lift/pull/push up to 10 pounds.
• Dexterity of hands and fingers to operate a computer keyboard and mouse.

To apply, please visit: https://jobs.millersville.edu/postings/14986

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