SUMMARY

The individual will serve as the primary point of contact for personnel (faculty, students, and external constituents) served by or associated with activities housed under the Division of Natural Sciences and Mathematics. The individual will be managing multiple tasks simultaneously and may deal with materials that are sensitive and confidential in nature.

ESSENTIAL DUTIES and RESPONSIBILITIES

• Works closely with the Office of Research Innovation and Collaboration’s (ORIC) Research Development & Sponsored Programs Unit (Grants Specialists), Foundation Relations in Institutional Advancement, and Budgets & Contracts on post-award management of funded grants. Manages any grant awards (external grant funds) made to the division, along with assisting individual faculty with grants and budget activities and reporting requirements.
• Collaborate with the undergraduate research arm of ORIC to provide administrative support for events, assist with student placement, and support Research Day.
• Provides administrative support for the Division Chair by:

o Responding to emails and phone messages and managing the calendar for the division chair.

o Interfacing with key units of the college (Office of the Provost, Enrollment Management, and Institutional Advancement) as needed to manage activities.

o Maintaining the calendar of key divisional events, websites, and social media accounts.

o Assisting with courses (including making copies, notifying students of absence, contacting STS for issues that occur during the course); and

o Maintaining a database of key announcements and invitations from other institutions or organizations. Manages budget and procurement functions for the Division Chair, which may include Title III, divisional faculty grant budgets (where needed), and other budgets as assigned. This will entail:

o Collecting and collating requests.

o Working with appropriate offices to secure approvals for special orders (e.g., STS, environmental safety, and FMS);

o Interpret and apply College policies, standards, practices, and procedures regarding grant management operations;

o Interpret budget justifications and funding regulations to ensure that purchasing requests and budget transfers are allowable.

o Interfacing with vendors (to schedule services and complete vendor profiles, independent contractor agreements, guest speaker forms, sole source justification forms, and ACH forms for direct deposit);

o Placing orders, assisting with monitoring and receiving shipments, and providing correspondence to the end-user regarding the status of orders.

o Working with Accounts Payable to ensure prompt approval and payment of invoices; Coordinating with key persons to ensure orders are received and properly inventoried.

o Maintaining Smartsheets and documents related to expenditures (and appropriate budget adjustments).

o Reconciling budgets and submit budget transfer request; Provides guidance to administrative assistants in the division on navigating policies and procedures related to purchasing; and other tasks associated with their roles.

o Processing paperwork for stipends, per diems, reimbursements, and the disbursement of other funds for faculty and students on behalf of the Division Chair.

Education and/or Experience: Bachelor’s degree and a minimum of four years of related work experience or an equivalent combination of education and experience are required. Grants management, procurement, and project management are a plus.

Certificates, Licenses, Registrations OSHA, HAZMAT, and First Aid training are a plus. Individuals will be required to complete HAZMAT and First Aid training upon hiring.

Job Types: Full-time, Contract, Temporary

Salary: $30.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Experience level:

• 4 years

Schedule:

• 8 hour shift
• Monday to Friday

Ascendo is a certified minority owned staffing firm, and we welcome and celebrate diversity.

Ascendo is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, parental status, military service or any other characteristic protected by federal, state or local law.