Job Abstract

Reporting directly to the Assistant Director of Business Operations, provides high-level administrative support to OSP. Provides assistance in conveying accurate information to a diverse clientele to maintain the highest level of customer service. Enters, validates, corrects and maintains grant and contract data in OSP databases. Serve as first point of contact for incoming work sent to grant and contract e-mail boxes. Accurately identifies and routes incoming materials to appropriate team members including proposals and awards from State, Federal, private agencies, pharmaceutical companies, etc. Reviews for accuracy and completeness. Obtain missing documentation if needed. Performs data cleansing activities of electronic and paper grant and contract files to provide data quality assurance. Reviews and prepares file with appropriate materials and route to appropriate member of team. Receives, screens and responds to phone calls. Serve as front desk support back up: 1) assists visitors and callers, triages messages, follows up as appropriate and escalates when necessary; 2) distributes and/or processes internal and external mail using various methods (UPS, US Postal Service, FedEx, and campus mail. Excellent time management skills and attendance record. Reliable and Punctual. Able to reprioritize quickly, work under pressure and handle stress in a fast-paced, changing environment with many deadlines. References must indicate excellent attendance, attention to detail and follow through. 1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities. 2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements. 3. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work. 4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports. 5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material. 7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities. Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.