Administrative Assistant - Title III

Harris-Stowe State University is a historically Black institution (HBCU) located in the heart of vibrant mid-town St. Louis, Missouri. Harris-Stowe’s beautiful campus is minutes from the renown Gateway Arch, St. Louis Zoo, St. Louis Art and History Museums, Forest Park and other cultural and educational institutions. Harris-Stowe’s diverse faculty and staff provide a wide range of academic programs to one of the most culturally diverse student bodies in the St. Louis region.

Job Summary

The Administrative Assistant role involves supporting the Office of Title III Program Administration by monitoring all Title III Grant funded initiatives.

Essential Functions

• Assist the Director with monitoring all the Title III Grant funded initiatives.
• Edits, formats, and revises a variety of documents and materials created by others. Proofreads for grammatical, typographical, and basic content errors.
• Converts rough copy and drafts to final version quality reports, presentations, and documents. Includes incorporating edits from multiple reviewers, adding graphics and effects to presentations, and applying campus style guidelines.
• Drafts and signs routine correspondence and replies to inquiries that do not require technical program knowledge.
• Develops, implements, and maintains paper and electronic filing systems that meet department needs and satisfy requirements for retention and information security. Enters, updates, and retrieves information as needed. Creates reports as needed.
• Researches, analyzes, and summarizes information and source materials for reports independently and communicates findings orally and in writing.
• Receives and reads incoming correspondence and information. Summarizes and prioritizes review of correspondence. Screens out items to be handled personally and forwards the remainder with necessary background material.
• Receives and screens telephone calls and visitors. Independently handles procedural and substantive matters and inquiries which do not require technical knowledge or refers callers to others as appropriate.
• Makes all necessary arrangements for travel and independently performs required administrative follow-up and recordkeeping. Use multiple electronic internal monitoring databases.
• Assists in preparing and administering the department budget by updating accounts, and running periodic reports.
• Acts as intermediary for supervisor, interacting with officials, the staff at all levels and the public. Provides information requiring comprehensive knowledge of institutional policies, procedures, and special departmental issues.
• May provide guidance and instruction to other office support staff.
  
  

Minimum Education And Experience

• High School Diploma or GED required and
• At least five years of administrative support experience in college or university or a related field; or a combination of training and experience.
• At least one year of grant administration support preferred.
• Candidates must have the ability to work well with individuals from all areas of the academic community (faculty, staff, students, administrators, alumni, friends, and supporters), the federal government, the state government, foundations, the corporate world, and others as appropriate.
  
  

Knowledge, Skills And Abilities

• General knowledge of and skill in the practical application of generally accepted office practices and procedures.
• Ability to communicate effectively both orally and in writing. Ability to proofread and edit written documents.
• Skill in various computer software packages, such as word processing, spreadsheets, databases, and presentation programs, Internet, email and calendaring software.
• Ability to understand and follow oral and written instructions.
• Ability to interact effectively with internal and external parties in a courteous and efficient manner.
• Ability to plan, organize, prioritize, and execute multiple and continuing assignments with general instructions.
  
  

Physical Requirements

• Some physical work may be required from time to time.
  
  

"Please No Phone Calls"

Due to the large number of applications submitted and the high volume of applicant inquiries we receive regarding the status of applications, we are unable to accept phone calls or walk-in inquiries regarding applicant status. Only those candidates selected for interviews will be contacted.

EOE Statement

Harris-Stowe State University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.

The above statements are intended to describe the general nature and level of work being performed and assigned for this position. This is not an exhaustive list, nor is it limited to all duties and responsibilities associated with the position. HSSU management reserves the right to amend and change the responsibilities to meet business and organizational needs as necessary.