Administrative Data Assistant

POSITION SUMMARY The Office of Sponsored Programs and the Office of the Associate Provost seek a full-time Administrative/Data Assistant to provide comprehensive administrative and data support to both units. Under direct supervision, the Administrative/Data Assistant performs a wide range of administrative, technical, and data management duties to support efficient office operations, grant management, and compliance activities.

TASKS & RESPONSIBILITIESExercise initiative and independent judgment to coordinate and manage complex calendars, including appointments, meetings, and university and community functions.

Serve as the first point of contact for the offices, responding to routine inquiries regarding office operations.

Safeguard confidentiality by exercising discretion when handling administrative records, files, and sensitive information related to faculty, staff, students, and external stakeholders.

Prepare reports, memoranda, routine correspondence, agendas, and meeting minutes for review, approval, and distribution.

Coordinate general office operations, including processing paperwork, compiling data, and preparing reports.

Process purchase requests for goods and services in accordance with university policies.

Coordinate travel arrangements and process travel-related documentation.

Arrange and support training workshops, including scheduling, agenda preparation, and recording minutes.

Perform a variety of typing, drafting, editing, and clerical duties, some of which may be confidential in nature.

Conduct various computer operations and maintain office schedules and filing systems.

Manage database systems and perform data entry, maintenance, and reporting.

Provide data operations support, including disseminating data reports and gathering research data.

Assist with grant monitoring, alerts, management, and compliance activities.

Support activities related to the Office of Sponsored Programs and Title III initiatives.

Assist with budget management, including tracking expenditures and reconciling accounts.

Manage calendar for the assistant provost.

Bachelor’s degree in a related field.

Three to four years of relevant administrative and/or data support experience.

KNOWLEDGE, SKILLS, & ABILITIES Demonstrated data entry, records maintenance, and database management skills.

Ability to maintain confidentiality of records and sensitive information.

Strong written and verbal communication skills.

Ability to read, interpret, and support grant-related documents.

Strong organizational and coordination skills with attention to detail.

Ability to follow specific instructions, procedures, and institutional policies.

Proficiency in basic office equipment and standard office software.

Ability to create, compose, and edit written materials.

Experience in maintaining calendars, scheduling appointments, and coordinating meetings or workshops.

Ability to gather, input, and analyze research and administrative data.

SUPERVISION This position reports to the Director of Sponsored Programs.

SALARY RANGE $43,000 - $46,000 annually, plus benefits!

POSITION STATUS Full-time; in-person.

SETTING Founded in 1875, Huston-Tillotson University is Austin's first institution of higher education. The University is an independent, liberal arts, church-related, historically black institution located on a 23-acre tree-lined campus near downtown Austin, Texas. The University is affiliated with United Methodist Church, the United Church of Christ, and the United Negro College Fund. Undergraduate, four-year degrees in business, education, the humanities, natural sciences, and social sciences are awarded.

Huston-Tillotson University is multi-cultural, multi-ethnic, and multi-faith, and welcomes students of all ages, races, and religions. All faculty are engaged in a range of activities, their primary focus is teaching. The student-teacher ratio is 15 to one, which allows an environment of personalized attention to students.
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