Program Assistant - Title III Program (Reopened

Position Summary

The primary function and responsibilities of this position are to provide technical support and clerical assistance by working in all aspects of the Title III Programs. This unit provides administrative oversight for two federally funded grants (HBCU Part B and HBCU-FUTURE). The work includes typing, organizing, and filing program reports, correspondence, applications, and other assigned documents; developing and maintaining electronic files;

and using the College's Banner System. This employee prepares a variety of documents, executes various administrative procedures, files and manages records, and performs related work as assigned. Additionally, this employee serves as a liaison between the Director's Office and other offices, coordinating and facilitating operational functions related to the College's business. This position is partially funded by a federal grant and is not eligible for nonprobationary status.

Salary

Schedule:

E4 05

Assist in managing the Title III Program's main office by maintaining accurate records to support the daily activities of the office and administrative staff.

Assist the Title III Director by monitoring the status and progress of the activity in meeting the goals and objectives of the grant.

Assist in establishing, maintaining, and effectively communicating an informed understanding of the goals and objectives of the Title III program to other College personnel.

Assist with the preparation and compilation of all Title III-related reports, including Quarterly Reports, End-of-the-Year Reports, Continuation Application, Annual Performance Report, etc.

Prepare and process service contracts for requisitions development in Banner.

Proofread and edit correspondence and documents.

Participate and attend meetings, workshops, activities/events required by Title III.

Monitor all Time and Effort forms and submit to the program director for review and signature.

Maintain accurate and current records of departmental purchases, equipment, travel statistical data, daily office activities, daily program activities, and appointments.

Establish and maintain accurate and current files of letters, reports, records, and other documentary material, and ensure that information in these files is kept confidential.

Render administrative assistance to the Title III Director as directed in accordance with specific written or oral instructions.

Provide program support, when requested by the program director, to compile and maintain program materials and documents, including all proposals/reports, assist with the preparation of the annual submission of the activity budgets, revised objectives, and implementation plans to the U.S. Department of Education.

Monitor to ensure that all external assistance, consultants, and other contracts are operating and executed according to schedule, and process appropriate purchase requisitions for such services in a manner to ensure ample opportunity for bidding or other required procurement practices.

Work closely with the College Business Office staff to ensure the Title III Program Administration Office is in coordination and compliance with all internal and external financial management controls requirements.

Always represent the office in a positive and professional manner.

Support the mission and goals of the program and other related program activities.

Organize and implement procedures for executing various administrative assignments; assist in arranging meetings, internal assessments, and appointments for the Director and staff with other Title III personnel.

Provide support as needed and coordinate meetings and schedules to maintain organization.

Assist with data collection, compilation, and preparation of reporting for APRs, IPRs, Quarterly Reports, and other external and internal reports; organize and maintain Employee and Student Contracts, Time and Effort Reports, Quarterly Reports, Annual Performance Reports, CDPs, Inventory Reports, other Internal and External Reports, and General Office files.

Perform general office management duties, recommend methods for improving office procedures, and perform other duties that may be assigned by the immediate supervisor.

Assist in coordinating activities in a manner that will facilitate maximum effectiveness and utilization of program resources.

Attend training sessions, conferences, and workshops to stay abreast of regulations, policies, and professional development.

Coordinate inventory control functions purchased and supported by Title III funds.

Assist in inventory/distribution of Title III equipment, including tagging and maintaining documentation of Transfer/Disposal forms.

Maintain and update an inventory file of Title III equipment.

Maintain an electronic database of all monthly and inventory reports and documents.

Conduct inventory control audits and site visits of Title III activities.

Maintain electronic (database) and paper records of findings and prepare associated monthly…