GWCAES Program Assistant , II, III

GWCAES Program Assistant

Job Summary:

The GWCAES Program Assistant provides administrative, programmatic, and operational support for research initiatives, with emphasis on recruitment/outreach programming, applicant coordination, data management, purchasing documentation, and reporting requirements. This position assists with tracking research program participants and activities, preparing program materials, maintaining databases, coordinating travel logistics, and supporting the preparation and submission of research-related reports and presentations.

• Assist with departmental research programs, particularly those supporting recruitment, outreach, and participant engagement.
• Gather, compile, maintain, and analyze program and research data for applicants, participants, and program outcomes.
• Maintain databases and statistical data for all program applicants and participants, ensuring accuracy and confidentiality.
• Assist with compiling, analyzing, and disseminating research program data to support program evaluation and reporting.
• Prepare and format reports, presentations, and supporting documentation for research program activities and outcomes.
• Assist with the preparation, submission, and tracking of programmatic and research‑related reports in alignment with sponsor and university requirements.
• Develop and implement program materials such as brochures, pamphlets, program applications, and website content to support research recruitment and outreach efforts.
• Coordinate the application intake and selection process for research program applicants, including tracking submissions, organizing applicant files, and supporting selection workflows.
• Type and process requisitions, purchase orders, vouchers, check requests, and related purchasing documentation for research program materials and supplies.
• Coordinate reservations and travel arrangements for faculty, staff, students, and external stakeholders related to research program activities.
• Provide general administrative support to ensure timely program implementation, effective communication, and successful coordination of research initiatives.

• High school diploma or the equivalent (Associates degree preferred).
• 0-3 years of administrative support, clerical, or program support experience.
• 3-5 years of progressive program support or administrative experience (preferably higher education, outreach, or program operations).
• Bachelor’s degree or equivalent (Master’s preferred).
• 5+ years progressive experience in program coordination, administrative operations, applicant tracking, reporting, or university program support.
• Knowledge of administrative and program support operations within a university, research, or grant‑funded environment.
• Knowledge of program coordination processes, including recruitment/outreach support, applicant tracking, participant management, and record‑keeping.
• Knowledge of procurement and financial documentation processes, including requisitions, purchase orders, vouchers, and check requests.
• Knowledge of confidentiality requirements and proper handling of sensitive applicant, student, and participant information.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and tasks with attention to detail and accuracy.
• Strong written and verbal communication skills to prepare correspondence, reports, presentations, and program documentation.
• Ability to gather, compile, maintain, and analyze program data for reporting and performance tracking.
• Ability to maintain organized electronic and hard‑copy files to ensure compliance and audit readiness.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience working with databases or data tracking systems.
• Ability to develop and format program materials such as brochures, flyers, applications, and basic website content.
• Ability to coordinate travel arrangements, scheduling, and logistical support for meetings, program activities, and outreach events.
• Ability to work effectively both independently and collaboratively with faculty, staff, students, and external stakeholders.

• Resume
• Letter of Recommendation 1
• Letter of Recommendation 2
• Letter of Recommendation 3

• Cover Letter
• Transcript 1
• Curriculum Vitae
• Other
• Transcript 2