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SUMMARY OF RESPONSIBILITIES

Under the direction of the HSI-STEM grant Project Director, the HSI-STEM Administrative Specialist is responsible for administering, coordinating, and performing the routine professional functions necessary to grant program operations and for serving as principal assistant in administrative matters; this position does related work as required. The Administrative Specialist must exercise good judgement in decision making and be willing to take initiative. The position will manage grant budgets and coordinate the calendar for the Director, prepare materials for meetings, assist with local and federal report submissions and assist other grant project leaders as needed. The Administrative Specialist will also maintain official minutes for all HSI-STEM Advisory Committee meetings, minutes of related activities, and maintain all program records. The position must respect and protect the confidential nature of the work of the Project Director.

ESSENTIAL FUNCTIONS

  • Prepares and maintains appointment calendar, schedules appointments, and arranges meetings and all related materials for the Project Director and project leaders as needed.
  • Tracks and manages annual budgets and prepares monthly updates and budget projections; reconciles budgets with Financial Services and Grant Accountant.
  • Coordinates communication with the Provost’s Office, the President’s Offices, the President’s Cabinet, the Schreiner University campus, and the general public.
  • Serves as recording secretary, keeping all official meeting records, and custodian of records for HSI-STEM programs. Also, arranges meetings, meals and distribution of materials in advance of all meetings.
  • Gathers and complies information for reports and presentations, often preparing data and official reports.
  • Maintains confidentiality as appropriate, and projects professional image.
  • Anticipates needs, initiates action and provides information for the Project Director on a regular basis.
  • Assists the Office of the Provost in support of grant activities when needed, including but not limited to maintaining and tracking monthly budgets, and maintaining office records regarding faculty, grants, and outside associations; coordinating events between the Provost’s office and grant activities.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED

  • High School graduate or equivalent required, some college preferred.
  • Extensively skilled with Microsoft Office Applications, particularly Word, Excel, Access, and PowerPoint; working knowledge of other presentation applications.
  • Knowledge of the principles of budget planning and development.
  • Ability to acquire wide knowledge of philosophy, goals and organization of Schreiner University.
  • Ability to acquire knowledge of grant-related and campus policies and procedures.
  • Ability to prepare reports including gathering, integrating, compiling, and analyzing data from several sources.
  • Ability to schedule meetings and prepare agendas.
  • Ability to provide support to committees including arranging meeting rooms, gathering, analyzing required materials and recommending appropriate action.
  • Ability to establish and maintain liaison with organizational units and HSI-STEM grant stakeholders.
  • Ability to supervise and/or maintain essential records and files.
  • Excellent communication skills.
  • Project Management experience preferred.
  • Social media and Webpage experienced preferred.
  • Must have a valid Texas driver’s license, related insurance and good driving record.
  • Demonstrated leadership experience related to the duties of the position.

This position is initially being created and funded as part of an HSI STEM grant and may not continue for permanent post-grant continuation.

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