Administrative Assistant, Grants Management Office (FT Temp)

Administrative Assistant, Grants Management Office (FT Temp)

Employer

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

Job Location

Main Campus, Remote

Salary/Grade

$15.28 per hour

Benefits

State Health Plan Only Offered

Job Category

  • Executive/Administrative/Managerial

Application Period

Opens: Wednesday, March 31, 2021
Closes: Wednesday, April 14, 2021

Target Start Date

Monday, May 3, 2021

Expected Work Hours

8am-5pm

Reports to

Director of Grants Management

Employment Type

Full-Time Temporary (Time Limited)

Minimum Qualifications

High School diploma/GED required. Associates degree in Office Management/Computer Science, Office Administration, Computer Information Technology, or related field preferred.
 
 Training involving Excel spreadsheets, secretarial work, office administration, customer service, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
 
 Ability to use technology effectively to accomplish tasks. Knowledge of computer software, programs, and databases, including but not limited to Excel, Adobe Pro, Word 2016, Outlook, and NC E-Procurement. Knowledge of computer data systems.
 
 OTHER REQUIREMENTS:
 Willingness to become familiar with government reporting for grants.

Preferred Qualifications

Physical Requirements:  Must be physically able to operate a variety of automated office machines including copier, computer, typewriter, etc. Must be physically able to exert up to ten pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Position involves mostly sedentary work which requires sitting most of the time, but may involve walking, standing, or stooping for brief periods of time. Must be able to lift and/or carry weights of approximately twenty pounds.
  

Data Conception:  Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.
  

Interpersonal Communication:  Requires the ability of speaking and/or signaling people to convey or exchange information. Includes the giving of instructions to students, the general public, etc. Includes the receiving of information and instructions from supervisor.
  

Language Ability:  Requires the ability to read a variety of documents and reports. Requires the ability to prepare and/or types documents and reports such as schedules, requisitions, print shop requests, various lists, memos, and general letters of correspondence, etc., using the proper format, punctuation, spelling and grammar. Requires the ability to communicate with  co-workers, supervisor, other staff members, students, instructors, etc. with poise, voice control, and confidence.
  

Intelligence:  Has the ability to apply rational systems such as computer operations, secretarial science, etc., in order to solve problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.
  

Verbal Aptitude:  Requires the ability to record and deliver information and to follow verbal and written instructions.
  

Numerical Aptitude:  Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide; determine percentages and decimals; and determine
 time and weight.
  

Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape.
  

Motor Coordination:   Requires the ability to coordinate hands and eyes in utilizing automated office equipment.
 
 Manual Dexterity:  Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have moderate levels of eye/hand/foot coordination.
  

Color Discrimination:  Requires the ability to differentiate colors and shades of color.
  

Interpersonal Temperament:  Requires the ability to deal with people beyond receiving
 instructions.   Must be adaptable to performing under minimal stress when confronted with an emergency.
  

Physical Communication: Requires the ability to talk and/or hear (talking - expressing or
 exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear.)

 

Knowledge of Job: Has, or works to gain, comprehensive knowledge of the procedures, practices, and purpose of Pitt Community College and Off-Campus Programs as they pertain to the performance of duties relating to the position. Has considerable knowledge of practices and procedures as they apply to the functions of Off-Campus Programs. Has thorough knowledge of office practices and procedures and the care and use of a variety of office machines and equipment used in recordkeeping, accounting and report preparation. Has the ability to type proficiently with speed and accuracy. Is able to understand and apply established rules, procedures and instructions to the maintenance and preparation of financial records. Has working knowledge of laws, rules, policies and regulations that apply to the functions of Pitt Community College and Off-Campus Programs. Has the ability 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 and communicate with supervisors, PCC staff, students,  faculty, the general public, and all other groups involved in the activities of the department, and to effectively communicate both in person 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. Is able to collect, compile, and assemble information clearly and concisely. Has the ability to apply commonsense understanding to perform repetitive tasks, and is able to use independent judgment in routine situations as well as occasional non-routine situations. Is able to perform required mathematical calculations quickly and accurately. Is able to maintain standards of accuracy in all reports and accounts. Has the ability to perform duties without the need for close supervision.   Is able to work under stressful conditions relative to meeting deadlines.
  

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 College departments and divisions, co-workers 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 for meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, College 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 College 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 the 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 College policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons and divisions within the College. 
  

Relationships with Others: Shares knowledge with managers, supervisors and staff for mutual and College benefit. Contributes to maintaining high morale among all College employees.   Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other divisions, representatives from organizations, and the general public so as to maintain good will toward the College and to project a good image. Tactfully and effectively handles requests, suggestions and complaints from other divisions and persons in order to maintain good will within the College. Emphasizes the importance of maintaining a positive image within the College. Interacts effectively with higher management, 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

Grant funded, time limited full-time position, responsible for performing clerical and secretarial work in support of the Grants Management Office. Under general supervision, the Administrative Assistant will collaborate across campus as needed to assist with the implementation and organization of various processes that impact grants management and special projects. The Administrative Assistant will have primary responsibility for various clerical functions affecting the office to include purchase requisitions, travel authorizations/reimbursements, document control, document processing, annual inventory, and records management. The employee will serve as E-procurement contract for the office. The employee will assist with the management and editing of forms, handbooks, manuals and electronic documents. The Administrative Assistant will assist with research for the department. The employee will coordinate and organize meetings, and department activities and functions. The employee may schedule or obtain use of rooms and equipment to use. The employee will create and manage electronic survey instruments using specialized software. The employee will operate other office equipment such as printers, copy machines, fax machines and mobile devices. The Administrative Assistant will participate in select campus committees as deemed necessary. Reports to the Director of Grants Management.

SPECIFIC DUTIES AND RESPONSIBILITIES:

The Administrative Assistant must possess excellent verbal skills including the ability to communicate clearly, answer phone calls, greet visitors, provide customer service, word processing, note taking, gathering information, maintaining calendars, overseeing activities of work-study students, or performing other tasks related to the activities of the assigned department/division. Performs related work as directed. Qualified candidates will possess excellent computer skills, evidence of a work ethic that includes flexibility and willingness to change; open-mindedness, fairness and the ability to see multiple perspectives; and willingness to accept responsibility for professional and personal growth. Must be able to work remotely.
 
 This is a grant funded position. Upon completion of the grant cycle, the position will not be renewed. Health Plan will be offered, no additional benefits.