Administrative Assistant – (Data and Financial) (TUC – Special Education)

California State University, Northridge•Los Angeles, CA

10d•$21 - $23

About The Position

The Administrative Assistant provides routine administrative support for program data, financial records, grant deliverables, surveys, reporting, and office operations. The position enters and maintains information in established systems; reviews records for completeness and obvious errors; prepares standard reports, forms, and supporting documentation; tracks deadlines and deliverables; and assists staff with day-to-day program and fiscal processes. The work is performed using established procedures and under supervisory direction.

Requirements

Relevant education or work experience in administrative support, program operations, data entry, financial recordkeeping, grants, or a related area.
Strong attention to detail and the ability to enter, organize, and maintain accurate records.
Good written and verbal communication skills.
Ability to follow established procedures and instructions.
Ability to manage multiple routine tasks, priorities, and deadlines.
Ability to recognize missing or inconsistent information and seek clarification when necessary.
Ability to work collaboratively and cooperatively with staff, funders, partner organizations, professionals, and families.
Working knowledge of Microsoft Excel and Word.
Ability to maintain confidentiality when working with program, family, personnel, and financial information.

Nice To Haves

Familiarity with online survey tools.
Salesforce experience is desirable; training may be provided to the selected candidate.
Bilingual ability is desirable.

Responsibilities

Enter travel claims and routine financial information into established tracking tools.
Organize invoices, receipts, and other supporting documentation.
Compare internal records with financial statements and identify apparent discrepancies for supervisory review.
Maintain budget-monitoring spreadsheets and expenditure records.
Prepare supporting documentation for budget revisions and cost transfers under the direction of the Co-Directors.
Track fiscal deadlines, grant deliverables, and required submissions.
Maintain organized electronic and paper financial records.
Enter and update program activity data in Salesforce, spreadsheets, and other approved systems.
Review records for completeness, consistency, and obvious errors.
Follow up with staff regarding incomplete or missing information.
Maintain accurate and organized electronic and paper files.
Run standard system reports using established procedures.
Assist with routine data-verification and recordkeeping activities.
Refer complex data questions or discrepancies to supervisors or other appropriate staff.
Create and distribute surveys using approved templates.
Maintain participant, contact, and survey-distribution lists.
Track completion and response rates.
Compile survey responses and organize results.
Prepare routine summaries, tables, and reports.
Assist with required monthly, quarterly, semiannual, and annual reports.
Enter report information into required forms, portals.
Draft routine correspondence, emails, memoranda, and reports.
Schedule meetings and maintain calendars and deadlines.
Prepare meeting agendas, materials, attendance records, and notes.
Attend staff meetings, CNP Lead meetings, and CNP Team meetings as assigned.
Support document routing, filing, and recordkeeping.
Assist with the preparation and organization of program materials.
Provide general administrative assistance to supervisors and program staff.
Communicate with staff, partner organizations, and families regarding routine administrative matters.
Attend training related to University Corporation procedures, Salesforce, survey tools, financial processes, grants, and program operations.
Maintain current knowledge of established administrative procedures.
Participate in professional-development activities appropriate to the position.
Perform other related administrative duties as assigned.