Tuba City Campus Research Administrative Assistant

Dine College•Tuba City, AZ

6d•Onsite

About The Position

The Administrative Assistant will be responsible for maintaining and coordinating general operations and support for the CONVOY project's smooth continuation. This role involves professional communication with the team, college faculty, administration, staff, and external institutions. The assistant will keep their supervisor informed of significant issues, progress, and activities. Key duties include assisting in hiring student interns, managing timesheets, drafting correspondence, completing paperwork, distributing stipends, and maintaining up-to-date budget and financial transactions. The position requires adherence to institutional standards, compliance with policies, and support for the Project Director in daily operations. This includes managing a filing system, utilizing office software for tracking project activities, maintaining records of expenditures and inventory, assisting with annual reporting and budget submissions, making travel and conference arrangements, and coordinating approval processes. The role also supports college-wide events and assists the Principal Investigator with research submissions, purchasing, vendor contact, and organizing activities for CONVOY and MS biology students. Driving GSA vehicles for student recruitment and summer internship field trips is also a responsibility.

Requirements

Associate Degree in Science/ Accounting/ Business/ Commerce or similar field.
Must have willingness and ability to learn, instruct, guide, and assist the project team, researchers, and students under this grant.
Demonstrates a keen understanding of numeracy and an understanding of finance, ordering, and purchasing of scientific material.
Knowledgeable of cost comparison and estimates required for building maintenance and repairs or renovations.
Working knowledge of establishing and maintaining an inventory management system.
Must have people management skills, including the ability to inspire, lead and motivate a team of people, delegate work and explain ideas.
Must be able to handle public concerns/complaints in the office via phone politely and professionally.
Must have high interpersonal skills to effectively communicate with students, staff, faculty, administration, vendors and the general public.
Must be able to learn and utilize the institution's current CMMS, Asset Essential, and Event Manager.
Working knowledge of Warehouse operations and ability to utilize a computerized maintenance management system to track inventory of equipment, chemicals, supplies, and other materials.
Phone etiquette and office techniques.
Strong computer skills, including MS Excel.
Oral and written communication skills.
Excellent organization & time management skills.
Must be able to use general office equipment, computer software, and the Internet to maintain a database for inventory reports.
Must work well with others.
Effectively communicate with immediate supervisor and subordinates.
Must possess and maintain a valid State Driver's License.

Nice To Haves

BS in Science/ Accounting/ Business/ Commerce or similar field.
Oral fluency in Navajo is highly desirable, but not mandatory.

Responsibilities

Maintain and coordinate general operations and support for the CONVOY project.
Communicate professionally with the team, college faculty, administration, staff, and external institutions.
Keep immediate supervisor informed regularly of all significant problems, progress, and activities.
Assist in hiring student interns from Junior high school, high schools, and Diné College.
Complete and record time sheets.
Draft correspondence.
Complete all paperwork.
Distribute stipends.
Maintain budget and financial transactions up to date.
Adhere to the institution's high standards supporting its integrity in compliance with accreditation requirements.
Observe and comply with the College's Personnel Policy and Procedures Manual.
Assist the Project Director in the daily operations of CONVOY by appropriate communication as needed.
Distribute informative flyers, brochures, photocopies, and other materials among participants as requested.
Maintain a filing system for the CONVOY project, documents, students, and correspondence.
Maintain general operations by using office software such as MS Word, MS Excel, Outlook, and other College software to support tracking of Project training, travel, resources, meetings and events.
Keep records of all expenditures, purchase requisitions, and inventory by using MS Excel.
Assist Project Director in timely annual reporting and budget submissions for each fiscal year.
Make travel, training, and conference arrangements and coordinate the approval process and requests through the Finance office and appropriate line of authority.
Assist in College-wide events such as inter-campus, academic achievement, and graduation, etc.
Assist CONVOY Director in matters related to the project and when needed.
Assist the PI in RQ submissions, purchasing, tracking POs, contacting vendors, and organizing activities related to CONVOY and MS biology students and research.
Drive the GSA vehicles for student recruitment.
Drive the GSA van during summer internship for students' field trips.