Administrative Assistant

Administrative Assistant

Student Support Services and the Ronald McNair Scholars program, two federal TRIO initiatives funded through the U. S. Department of Education to increase the retention, graduation, and graduate school matriculation rates among low-income, first generation, and underrepresented minority students, have been integral parts of the Hampton University community for nearly fifty years. In addition to providing free tutoring, educational and personal counseling, grant aid, and access to annual graduate and professional school tours, we equip our program participants to develop the habits of mind that engender long term academic and professional success. The Administrative Assistant is a full time, 12 month employee who reports to the Program Director and performs the following administrative tasks required to effectively manage the project and work in concert with all staff to ensure that program goals and objectives are met.

Examples of duties include:

• Organize all documents relative to efficient grant management, to include creating requisitions coded to accurate budget codes, tracking requisition submission dates, and following up with Purchasing and the Business Office to ensure timely receipt of checks for program purchases, participant and staff travel.
• Accurately record messages and provide weekly updates to program staff relative to all documentation submissions
• Coordinate student appointments for Student Development Advisors, Academic Coordinator, and Program Director and ensure that all student visitations and intrusive advising appointments are captured in Blumen database via electronic sign-out protocol
• Establish good working relationships with university partners and vendors to ensure optional functionality
• Accurately input application information and capture demographic and academic performance data into Blumen database, generate reports as requested, and perform other duties as assigned by the Program Director
• Distribute incoming mail, type memoranda, prepare weekly meeting agenda and minutes, and file correspondences with the Office of the Vice President for Administrative Services
• Maintain office supplies and manage supply orders

Typical qualifications include:

• The successful candidate must possess a high school diploma, have a minimum of three years of clerical experience, to include impeccable record keeping, accounting and organizational skills. Candidates actively pursuing a postsecondary degree will be strongly considered
• Demonstrated proficiency in the use of various types of office equipment and standard computer software packages and ability to perform multiple responsibilities simultaneously, to work in a self-directed environment, and to plan and organize on both a daily and long-term basis
• Personable, proactive, and organized professional with demonstrated problem-solving ability, effective written and oral communication skills, and demonstrated commitment to work with students from low-income, first-generation backgrounds and students with disabilities

Supplemental information includes:

Compensation is commensurate with qualifications and experience; includes comprehensive fringe benefits package. This is a grant-funded position. Continuation of the position is contingent upon the continuation of related grant funding.