Under general direction, the Executive Administrative Assistant performs a variety of confidential and complex administrative duties for the Grants Officer and the Executive Director of the Biotechnology Center of Excellence.EXAMPLE OF DUTIES:

• Maintains the calendar, schedules appointments, and makes necessary meeting arrangements; screens calls and visitors, and refers inquiries as appropriate; responds to requests for information with appropriate instructions, precedents, and regulations; performs grants-related duties; performs routine budget, payroll, and purchasing duties; and provides administrative support to the Grants Officer and the Executive Director of the Biotechnology Center of Excellence. 
• Uses critical thinking skills to research, analyze data and compile reports; assists with special projects; assists the Grants Officer and the Executive Director of the Biotechnology Center of Excellence with a variety of senior level functions, including but not limited to: updating and maintaining policies and procedures; writing reports, letters, and memorandums; and reviewing and interpreting budgetary data reports, letters and other correspondence.
• Uses problem-solving skills to assess situations and offer appropriate responses and recommendations for corrective actions pursuant to state, federal and college policies and procedures.
• Monitors Grants Officer’s and Executive Director’s schedules and email on a daily basis.
• Answers phones and interfaces with internal and external customers.
• Initiates and maintains a variety of files and records of information such as personnel, budget, and expense records; maintains manuals and updates resource materials; recommends organization or procedural changes.
• Supports the Grants Officer and Executive Director by preparing meeting packets, recording minutes, compiling and managing information, and following up on action items.
• Maintains system for tracking grants and new initiatives.
• Provides administrative support to the Grants Officer and Executive Director, including preparing agendas, correspondence, assembling materials, taking minutes of meetings as assigned. 
• Prepares comprehensive reports, compiles budget requests, and recommends expenditure requests for designated accounts.
• Assists with extensive and critical planning of work of the Grants Officer’s and Executive Director’s Office, ensures follow-through, tracks progress of projects and utilizes effective workflow systems to increase efficiency and effectiveness.
• Leads and/or assists in the planning and coordination of events to support the Grants Officer’s and Executive Director’s Offices.
• Manages the Grants Officer’s and Executive Director’s; travel and accommodations, conference registrations, and travel-related plans and documentation.
• Assists in monitoring office budget for salaries, supplies, travel, or other expenses; monitors expenditures to ensure compliance with approved budget, and assists in developing draft budgets as necessary.
• Monitors deadlines, status of documentation, scheduled activities, or other issues requiring timely action/response and performs follow-up.
• Performs other job related duties as may be necessary.
• The ability to exercise discretion when working with confidential information.
• The ability to demonstrate sensitivity when handling and maintaining confidential information.
• Other duties as assigned.
• Role may require occasional evening and weekend activities.
• Alamance Community College is an equal opportunity/equal access/affirmative action employer, fully committed to achieving a diverse workforce.

GRANTS RELATED DUTIES INCLUDE:
Grant Submission

• Complete routine sections of grants (under Grants Officer review). SF424, for example.
• Prepare Grant Notification paperwork for Cabinet review.
• Secure appropriate application signatures.
• Schedule, and keep notes on team meetings.
• Proof grant submissions, ensuring all necessary sections are complete.
• Format grant submissions according to funder specifications.
• Creates tables and charts for inclusion in the grant.
• Keeps library of grant participant information for repeated use:  Faculty CVs, Current and Future Support, etc.)

Grant Reporting

• Manage reporting schedule.
• Keep a master file of routine documents (example:  college description).
• Update and file routine reports.
• Track monthly expenditures of each grant compared to the approved budget, especially ensuring that expenses fit within budgeted categories, and distribute reports to Principle Investigators.
• Manage payroll for employees funded by grants.
• Maintain database of participants in focus groups, camps, and other events.