Administrative Assistant-Sponsored Programs and Compliance

JOB ANNOUNCEMENT

Administrative Assistant – Sponsored Programs & Compliance

12 Months, Full-Time

OPENING DATE:

July 19, 2024

REVIEW DATE:

Every two weeks

CLOSING DATE:

Open until filled

LOCATION:

Main Campus

SUPERVISOR:

Research & Sponsored Program Coordinator

SALARY:

$42,099-$46,176

SCOPE OF WORK
Under the direction of the Research and Sponsored Programs Coordinator, this position will work with staff in the Office of Institutional Effectiveness (OIE) and Compliance department performing high-volume and accurate data entry on a regular basis. Responsibilities are to glean specific grant information from grant related documents and input data into AmpliFund, a grants management system (GMS). Both numerical and textual data will be collected and entered, and basic office equipment will be used such as the copy/fax/email machine to scan documents uploaded into the GMS. This position will scan, name, and save grants documents as instructed. This position will also assist the Compliance Officer and OIE with various tasks as needed.

DUTIES AND REPONSIBILITIES

Grants

1. Produce reports from AmpliFund and save in a department shared Teams file.

2. File and maintain electronic database with accurate information related to AmpliFund.

3. Assist Compliance Officer with maintaining compliance data in AmpliFund.

4. Facilitate the collection of Title III time and effort reports.

Budget and Finances

1. Assist with accounting tasks related to Title III of the Vice President’s (VPs) office as directed.

2. Review incoming purchase requisitions and attachments for Title III to determine accuracy and to confirm budget has sufficient funds to cover purchases.

3. Complete purchase requisitions and other documents as instructed by OIE to determine accuracy and to confirm the budget has sufficient funds to cover purchases.

4. Determine if purchase requests are an allowable cost for Title III, in consultation with the Compliance Officer.

5. Perform monthly reconciliation of departmental financial records for Title III funds with reporting software (InfoMaker/Connect financial reports) bringing any errors or issues to VP’s attention immediately.

6. Prepare monthly reconciliation budget reports for Compliance Officer and VP’s review and approval to distribution to department leads.

Office Duties

1. Serve as the front desk for the department providing customer service to visitors.

2. Assure all documents submitted for VP’s signature are complete, accurate, and ready for signature of approval.

3. Maintain an electronic shared folder of institutional records including supporting documents for Title III and institutional funds and securely dispose of records in accordance with the records retention schedule.

4. Prepare travel documents and maintain records for the OIE employees including travel advance and reconciliation.

5. Assist with departmental copying and scanning duties upon request.

6. Attend and take notes for various departmental meetings as requested.

7. Participate in training related to Sponsored Programs and Compliance and receive continued professional development in these areas.

8. Complete additional tasks as assigned by supervisor.

9. Enter grant information into AmpliFund (our GMS) from a variety of documents.

SUPERVISORY RESPONSIBILITIES:

This position does not have any supervisor responsibilities.

QUALIFICATIONS REQUIRED to perform this position successfully:

Minimum Qualifications:

· High school diploma or GED certificate.

· Minimum of 1 year experience in data entry or equivalent training.

· Ability to multitask efficiently.

· Strong written and verbal communications.

· Excellent interpersonal/people skills.

· Accounting experience, excellent attention to detail, and analytical skills.

· Ability to work in a team environment to achieve strategic and departmental goals.

· Ability to perform repetitive tasks with a high degree of accuracy.

· Comfortable working independently with minimal supervision.

· Must be able to handle confidential information with discretion.

· Must be able to maintain a satisfactory level of quality and productivity.

· A high quality of comprehension regarding grants is essential for this position.

· Ability to use Microsoft Office programs with proficiency to include intermediate level in Excel.

Preferred Qualifications:

· Associate degree preferred.

· Experience with data entry systems.

APPLICATION PROCESS

Interested individuals should submit the following application materials directly to the NWIC Human Resources Office only.

1. Cover letter addressing how you meet the position qualifications

2. NWIC Application

3. NWIC Equal Employment Opportunity (EEO) form

4. Current and complete professional resume

5. Copies of college transcripts (can submit unofficial copies at time of application)

6. Three of recommendation from persons, who are not members of your immediate family, who have firsthand knowledge of your qualifications for the position

7. If applicable to the position, provide copies of certificates/licenses/credentials

The job announcement and application forms are available online at www.nwic.edu/jobs or may be requested from and submitted directly to:

Human Resources

Northwest Indian College

2522 Kwina Road

Bellingham, WA 98226-9278

Telephone/Fax: 360.392.4230

Email: employment@nwic.eduOverview:

Job Type: Full-time

Pay: $42,099.00 - $46,176.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Customer service: 1 year (Required)
• Accounting: 1 year (Required)

Work Location: In person

Salary : $42,099 - $46,176