Position Title:

Administrative Assistant (CL-2), Sponsored Programs and Research

Department/School:

Sponsored Programs and Research

Salary/Pay Rate:

$20.66/hour - $21.69/hour

Job Summary:

The Administrative Assistant completes complex, technical, and clerical tasks related to all academic grants and in direct support of the day-to-day operations of the Academic Grants Office.

Physical Effort & Work Environment
The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or the lifting and carrying of small objects.

Minimum Qualifications:

The ideal candidate will be a high school graduate, have 5-7 years of progressively responsible secretarial/clerical work or any combination of training, experience and education sufficient to indicate an ability to do the work.

Requisite Skills:

5B-Intermediate Written Communication
Consistently demonstrates ability to create routine correspondence or update template or samples with speed and accuracy. Utilizes a comprehensive knowledge of supported word processing software

6B-Intermediate Office Organization
Consistently demonstrates ability to manage operational aspects of the office with minimal to no supervision, including time management, information distribution, and
project deadlines. Consistently demonstrates ability to file documents and student records using standard filing procedures as well as a familiarity with retention policies

7B-lntermediate Record & Data Processing
Consistently demonstrates ability to process routine forms and records quickly and accurately, using multiple programs, and investigate and resolve problems such as missing or inaccurate data. Consistently demonstrates attention to detail

9B-lntermediate Auditing & Data Reconciliation
Consistently demonstrates ability to audit accuracy of data and investigate discrepancies, as well as reconcile expense reports. Errors are located using developed attention to detail. Errors committed are of average severity, and overall risk to institution is concerning and may necessitate corrective action

15C-Advanced Interpersonal Communication
Consistently demonstrates high communication skills, and sensitivity to the concerns or interests of others in conveying information. Demonstrates the understanding of factual information and the use of persuasion tactics to help others identify solutions or possible alternative courses of action

17B-lntermediate Responsibility
Consistently demonstrates ability to prioritize, coordinate and complete (start to finish) basic work assignments with minimal to no assistance or instruction, such as preparing faculty appointment letters

18C-Advanced Organizational Knowledge
Consistently demonstrates extensive knowledge of entire College and outside organizations

Essential Functions:

• Receive and screen all visitors and phone calls to the office.
  Answer questions as able or refer inquiries to appropriate person.
• Collect process and organize all grant related mail. Send out grant application files as needed.
• Maintain and monitor all grant related budgets, and assist in the preparation of applications.
• Maintain and monitor hard copy and electronic proposal related files.
• Assist in coordinating various events, meetings and luncheons.
• Identify and maintain databases of funding opportunities, faculty and staff research interests, and grant information.
• Design and implement other databases as necessary to improve operational efficiency of the office, including budget spreadsheets.
• Consult with faculty and staff to match funding opportunities with research interests.
• Provide technical assistance and training regarding electronic grant information searches.
• Track and order all office supplies. Complete purchase orders.
• Retain information concerning all state and federal grant related regulations.
• Type correspondence, including response emails and letters on behalf of the director.
• Supervise student workers.
• Possess intimate knowledge of institutional structure.
• Consistently demonstrate courtesy, tact, professionalism and the ability to handle difficult people.
• Perform other job-related duties as required.

Required Application Documents:

Resume, Cover Letter, & Contact Information of 3 Professional References 

About the Department/School:

The Office of Sponsored Programs provides assistance to full-time faculty and academic administrators interested in securing grant awards for research, curriculum development, and other creative activities relevant to the College's academic mission. Office staff assist faculty members and academic staff in answering your questions about grants, locating funding sources, obtaining and interpreting application forms, developing proposal narratives and budgets, and securing institutional support and approvals.

About Marist College:

Located on the banks of the historic Hudson River and at its Florence, Italy campus, Marist College is a comprehensive, independent institution grounded in the liberal arts. Its mission is to “help students develop the intellect, character, and skills required for enlightened, ethical, and productive lives in the global community of the 21st century.” Marist educates approximately 5,000 traditional-age undergraduate students and 1,200 adult and graduate students in 53 undergraduate majors and numerous graduate programs, including fully online MBA, MPA, MS, and MA degrees, and also Doctor of Physical Therapy and Physician Assistant programs. Marist is consistently ranked among the best colleges and universities in America by The Princeton Review (Colleges That Create Futures and The Best 386 Colleges), U.S. News & World Report (3rd Most Innovative School/North), Kiplinger’s Personal Finance (“Best College Values”), and others. Marist’s study abroad program is ranked #1 in the nation by the U.S. State Department’s “Open Doors Report” and has also received the Senator Paul Simon Award for First Year Abroad programs in Italy and Ireland. Marist’s Joint Study partnership with IBM, which began in 1988, has brought the College the kind of world-class technology platform typically found at leading research institutions. To learn more, please visit https://www.marist.edu/about 

Type of Position:

Full-Time

Classification:

CWA (Full-Time)

Months per Year:

12

Work Schedule:

Monday-Friday 8:30am-5:00pm

Hours per Week:

37.5

Location:

Marist College Main Campus

Number of Position Openings:

1

Equal Employment Statement:

Marist College is committed to creating a diverse workforce on our campus by ensuring that barriers to equal employment opportunity and upward mobility do not exist here. To this end, the College will strive to achieve the full and fair participation of minorities, women, people with disabilities, and any other protected groups found to be under represented.

Equal opportunity means employment, development, and promotion of individuals without consideration of race, color, disability, religion, age, sex, marital status, national origin, sexual orientation, or veteran status unless there is a bona fide occupational requirement which excludes persons in one of these protected groups. The College will review its employment policies and procedures to ensure that barriers which may unnecessarily exclude protected groups are identified and eliminated. The College will also explore alternative approaches if any policy or practice is found to have a negative impact on protected groups.

Marist's policy of non-discrimination includes not only employment practices but also extends to all services and programs provided by the College. It shall be considered a violation of College policy for any member of the community to discriminate against any individual or group with respect to employment or attendance at Marist College on the basis of race, color, disability, religion, age, sex, marital status, national origin, sexual orientation, veteran status, or any other condition established by law.