ADMINISTRATIVE ASSISTANT, GRANTS MANAGEMENT OFFICE

ADMINISTRATIVE ASSISTANT, GRANTS MANAGEMENT OFFICE

Employer

Pitt Community College
1986 Pitt Tech Road
Winterville, NC 28590
Phone: 252-493-7200

Job Location

Main Campus, Pitt Community College

Salary/Grade

7

Benefits

State of NC

Job Category

  • Executive/Administrative/Managerial

Application Period

Opens: Friday, July 17, 2020
Closes: Monday, August 3, 2020

Target Start Date

Monday, July 20, 2020

Expected Work Hours

8am-5pm

Reports to

Grants Management Director

Employment Type

Full-Time

Minimum Qualifications

A minimum of an Associates’ Degree in a related field.

Preferred Qualifications

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED

Physical Requirements:  Must be physically able to operate a variety of automated office machines including computers, typewriters, calculators, printers, copiers, etc. Must be able to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time.

Data Utilization:  Requires the ability to review, classify, categorize, prioritize, and/or analyze data.  Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probably interactive effects and relationships.

Human Interaction:  Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.

Equipment, Machinery, Tools, and Materials Utilization:  Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude:  Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude:  Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.

Functional Reasoning:  Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

Situational Reasoning:  Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable to verifiable criteria.

Dexterity:  Requires the ability to perform simple movements requiring moderate coordination, such as those required to operate office equipment or computer equipment.

Sensory Requirements:  Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, and visual cues or signals.  Some tasks require the ability to communicate orally.

Environmental Factors:  Essential functions are regularly performed without exposure to adverse environmental conditions.

PERFORMANCE INDICATORS

Knowledge of Job: Has ability to use technology to effectively accomplish tasks. Has demonstrated proficiency in Moodle or other LMS, Microsoft Outlook, Word, Excel, PowerPoint, eLearning tools, multimedia tools and video/audio editing is also required.  Knowledge of computer software, programs and databases included but not limited to Google Office Suite, Adobe Pro, Webex, Zoom and NC E-procurement. Has considerable knowledge of the methods, policies, and procedures of Pitt Community College and of departmental practices as they pertain to the performance of duties relating to the position of Administrative Assistant.  Has considerable knowledge of modern office practices, methods, and procedures.  Has considerable knowledge of clerical and secretarial practices and of the operation of standard office machines and equipment used within the department.  Has considerable knowledge of guidelines for proper document formatting, spelling, punctuation, and grammar in business communications.  Has knowledge of the laws, regulations, standards, policies, and procedures pertaining to the essential duties and responsibilities of the position.  Has the ability to comprehend, interpret, and apply regulations, procedures and related information.  Has comprehensive knowledge of the terminology, principles, and methods utilized within the department.  Knows how to keep abreast of any changes in policy, methods, computer operations, equipment needs, policies, etc., as they pertain to departmental operations and activities.  Is able to effectively interact with supervisors, students, faculty, the general public, and all other groups involved in the activities of the department, and to effectively communicate both in persona and by telephone.  Is able to assemble information and make written reports and documents in a concise, clear and effective manner.  Is able to use independent judgment and work with little direct supervision as situations warrant.  Has the mathematical ability to handle required calculations.  Is knowledgeable and proficient with computers and software programs typically utilized in the position.  Is able to read, understand, and interpret reports and related materials.  Is able to type and perform data entry accurately and with appropriate speed.

Quality of Work:  Maintains high standards of accuracy in exercising duties and responsibilities.  Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility.  Maintains high quality communication and interacts with all departments/divisions, co-workers, students, faculty, and the general public.

Quantity of Work:  Maintains effective and efficient output of all duties and responsibilities as described under “Specific Duties and Responsibilities.”

Dependability:  Assumes responsibility for doing assigned work and meeting deadlines.  Completes assigned work on or before deadlines in accordance with directives, established policy, standards, and prescribed procedures.  Accepts accountability for meeting assigned responsibilities in the technical, human, and conceptual areas.

Attendance:  Attends work regularly and adheres to established policies and procedures regarding absences and tardiness.  Provides adequate notice to higher management with respect to vacation time and time-off requests.

Initiative and Enthusiasm:  Maintains an enthusiastic, self-reliant, and self-starting approach to meet job responsibilities and accountabilities.  Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.

Judgment:  Exercises analytical judgment in areas of responsibility.  Identifies problems or situations as they occur and specifies decision objectives.  Identifies or assists in identifying alternative solutions to problems or situations.  Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors.  Seeks expert or experienced advice and researches problems, situations, and alternatives before exercising judgment.

Cooperation:  Accepts supervisory instruction and direction and strives to meet the goals and objectives of same.  Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with established policy or procedures, etc.  Offers suggestions and recommendations to encourage and improve cooperation between all staff persons and departments.

Relationships with Others:  Shares knowledge with supervisors and staff for mutual and college benefit.  Contributes to maintaining high morale among all employees.  Develops and maintains cooperative and courteous relationships with department employees, students, faculty, managers in other departments, representatives from organizations, and the general public so as to maintain good will toward the college and project a positive image.  Tactfully and effectively handles requests, suggestions, and complaints from other departments and persons in order to maintain good will.  Interacts effectively with fellow employees, supervisor, students, faculty, professionals, and the general public.

Coordination of Work:  Plans and organizes daily work routine.  Establishes priorities for the completion of work in accordance with sound time-management methodology.  Avoids duplication of effort.  Estimates expected time of completion of elements of work and establishes a personal schedule accordingly.  Attends meetings, planning sessions, and discussions on time.  Implements work activity in accordance with priorities and estimated schedules.  Maintains a calendar for meetings, deadlines and events.

Safety and Housekeeping:  Adheres to all safety and housekeeping standards established by the college and various regulatory agencies.  Sees that the standards are not violated.  Maintains a clean and orderly workplace.

Position Description

Schedules and attends grant meetings to record minutes, creates agendas, attends meetings in the absence of the Director.

Develops grant checklists, procedures list and assists in for related grant funded events.

Ability to plan, execute, and promote events in a timely manner, using social media, email, and online event postings, in coordination with PCC Foundation Office and Communications Personnel.

Increase event participation by live streaming, capturing and posting event content digitally, and creating social media content that connects event topics.

Manage event logistics, including rental contracts, set-up, AV support. Manage event programs when necessary, communicating with presenters as necessary on logistics

Maintain record keeping and filing systems using the grants management database, Shared drive, Informer reports, administrative office functions, accounting functions.

Set up ticketing or other RSVP mechanisms, track attendance, and facilitate post-event communications and data entry.

Handle inquiries from the general public, college staff and faculty. She or he must demonstrate discretion and confidentiality in regard to sensitive information.

Perform daily accounting tasks and functions; e-procurement, and track expenses.

Create surveys for non-college staff outside committee work groups.

Ability to communicate effectively and courteously with a diverse audience even when in conflict.

Assist with preparation of monthly, quarterly, and annual financial reports, analyzing and reviewing  grant applications, responding to questions, and handling special projects as assigned.

Ability to work in a fast- paced environment and multi-task, shifting priority tasks as needed for deadlines.

A warm, thoughtful, articulate communication style that can be adapted to many different situations and audiences.

Excellent verbal and written communication skills.

Proficient in Google Docs, Adobe Pro, and Microsoft Office Suite, Webex, Zoom.  Willingness to acquire additional technology knowledge and skills. Experience with database(s) and expertise with social media.

Ability to work independently as well as a team player, cooperatively with other staff.

Must be highly detail-oriented, accurate, efficient, and well organized.           

Ability to contribute to a fruitful, harmonious, diverse, and supportive organizational culture.

Perform other duties as assigned.