Grant Support Assistant

CSU Careers•Bakersfield, CA

7h•Onsite

About The Position

The Office of Grants, Research and Sponsored Programs (GRaSP) provides administrative infrastructure for the development and submission of grant proposals, and for the receipt and management of external and internal awards for sponsored programs of the University and the CSUB Auxiliary for Sponsored Programs Administration (SPA). Under the direct supervision of the Associate Vice President for Grants, Research, and Sponsored Programs, the Grant Support Assistant provides routine clerical and administrative support to Principal Investigators in the administration of grant funded activities. The incumbent prepares and processes standard personnel, purchasing, travel, reimbursement, and financial documents; routes paperwork for required approvals; maintains administrative records; and assists with the routine processing of grant-related transactions in accordance with established university policies and procedures. The position also provides general office support for the Office of Grants, Research and Sponsored Programs (GRaSP), including front office assistance, document preparation, records maintenance, and logistical support for workshops, training sessions, and other GRaSP-sponsored events.

Requirements

High school diploma or GED
One (1) year of recent (within five years) experience in an office environment.
Regular and reliable attendance is required.
Basic knowledge of applicable university policies and procedures.
Ability to use standard office equipment.
Ability to identify and solve standard problems and refer more complex problems to appropriate staff.
Ability to perform basic mathematical functions.
Fundamental writing and presentation skills to effectively communicate standard information.
Ability to respond to routine inquiries and explain standard policies and procedures to others.
Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
Thorough knowledge of English grammar, spelling, and punctuation.
Ability to interpret, communicate and apply policies and procedures.
Ability to maintain a high degree of confidentiality.
Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
Working knowledge of or ability to quickly learn University infrastructure.
Must be willing to travel and attend training programs off-site for occasional professional development.
Must be able to work overtime, occasional holidays, and adjust working hours to meet special jobs.
May be called back periodically to perform work as needed on an emergency basis.

Nice To Haves

Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

Responsibilities

Prepare standard hiring paperwork, student employment documents, and appointment requests for grant-funded employees.
Prepare and process basic purchasing requests, requisitions, payment requests, travel requests, reimbursements, and other financial documents using established processes.
Route forms and supporting documentation for required university approvals and signatures.
Track the status of submitted paperwork and provide routine follow up with university offices to facilitate timely processing.
Order laboratory and office supplies and maintain supply inventory.
Reconcile monthly ProCard reports according to established procedures.
Maintain records of grant-related expenditures and assist with compiling routine financial information.
Respond to routine administrative requests from faculty and staff by preparing documents, processing forms, and completing assigned clerical support activities.
Assist the division Administrative Support Coordinator with routine administrative activities, including answering phones, greeting visitors, monitoring shared email inboxes, and distributing mail.
Assist the division Administrative Support Coordinator in processing basic expenses for the TSSR and RCU programs.
Assist with filing, record maintenance, data entry, and document preparation for internal funding programs.
Apply established CSU and university office procedures in completing assigned work and refer policy or procedural questions to appropriate staff.
Assist with registration, RSVP list, and sign in process for workshops and events.
Create and distribute simple invitations, flyers, and other marketing and promotional materials for workshops and events.
Assist with the general support of events as requested by GRaSP leadership.
Assist with simple pre- and post-event requirements and logistics, including event set-up and break down.