Administrative Assistant
The Office of Sponsored Projects (OSP) inspires superior grant practice by developing and maintaining a robust grant administration infrastructure at Salt Lake Community College (SLCC). The OSP is looking for a dynamic individual to :
- Enhance the effectiveness of the Executive Director and department by providing consistent, detail-oriented administrative support,
- Provide research administration support to the OSP team.
- Maintain the efficiency of the department through clerical duties, secretarial support, scheduling, activity, and meeting coordination.
- Facilitate communication and coordination of OSP, both within the department, and between external parties.
We are seeking a motivated, highly organized person who wants to make a difference, provide superior customer service, and be part of a fast-paced, positive environment. Applicants who demonstrate the ability to think critically, prioritize, stay focused, handle multiple demands and provide reliable, consistent support are well suited to our work environment. The Administrative Assistant is a key member of the Office of Sponsored Projects team and plays an important role in creating a culture of excellence in research administration. The Administrative Assistant will represent OSP with professionalism and have significant opportunity, in partnership with all OSP team members, to contribute to the development and success of the department.
Essential Duties & Responsibilities :
Understand SLCC's organizational structure, systems, and processes relevant to the Office of Sponsored Projects.Assist with internal and external reporting requirements.Support the use and maintenance of the electronic research administration (eRA) system.Perform data entry and document tracking for proposal submissions and award management.Help prepare basic compliance documentation (e.g., conflict of interest disclosures, effort certifications).Assist Executive Director and Sponsored Project Officers with funding opportunity search and summary tasks.Manage the OSP GrantHub monthly newsletter.Stay informed on SLCC policies and procedures affecting sponsored projects.Embrace and support the mission and administration of sponsored projects.Administrative & Office Coordination :
Maintain department efficiency through clerical duties, secretarial support, scheduling, and coordination of activities, events, and meetings.Order supplies, maintain office equipment, and manage inventory.Coordinate IT needs and maintain office-wide calendars.Prepare and maintain files, documents, standard operating procedures, and master lists.Perform bookkeeping duties, track and reconcile department expenses, and maintain office budgets.Arrange, coordinate, and reconcile travel for department staff.Facilitate document routing, signatures, and contract processes.Coordinate the creation and maintenance of forms, promotional materials, and digital content; collaborate with SLCC marketing as needed.Training & Communication :
Coordinate and attend trainings; stay current on tools, systems, and software used by the Office.Prepare, edit, and facilitate department communications; serve as a central point of contact.Coordinate department-sponsored meetings and events; contribute to planning and promotion.Maintain the department website and ensure timely updates.Update and distribute reports and communications to the Executive Director and college community.Executive & Team Support :
Support the Executive Director with scheduling, meeting preparation, minute-taking, and correspondence.Facilitate requests to / from the Executive Director; serve as a backup contact for the team.Follow up on tasks and schedules; help track activities and maintain smooth communication flow.Take initiative to ensure administrative functions run smoothly and stakeholders are informed.General Responsibilities :
Track systems and operations; ensure memberships, invoicing, and related activities are current.Collaborate with other college departments (e.g., Purchasing, Travel, Accounts Payable) to support administrative processes.Exhibit professionalism, a strong work ethic, and attention to detail.Perform other duties as assigned.Knowledge Skills & Abilities :
Highly detail oriented, including ability to consistently complete detail-oriented work effectively under stress.Knowledge of effective general office procedures and practices.Ability to effectively solve problems in a timely manner.Ability to work under pressure and prioritize and manage multiple projects to meet timelines and objectives successfully.Demonstrated ability to organize and remember tasks.Ability to coordinate events, meetings, and schedules.Tolerance for ambiguity and ability to adapt to change.Knowledge of bookkeeping, budget reconciliation, or basic accounting principles. Proficient typing skills.Demonstrated ability to work with and safeguard confidential information.Strong professional communication skills, both written and verbal, with ability to converse and correspond professionally and comfortably with people at all levels, internally and externally.Proficiency in Microsoft Office and Adobe and other software applications (Banner preferred).Ability to learn and use new technology applications and systems.Ability to keep tasks on track, including ensuring all stakeholders are kept up to date and aware of project status.Must have high performance standards and be willing to improve. Ability to maintain an optimistic outlook and attitude.Ability to work in a team and independently; including ability to take initiative to complete assigned tasks.Belief in and support of OSP and College vision, mission, values and goals.Must be able to travel between SLCC campuses and other locations.Ability to communicate effectively with a broad range of people with a variety of abilities and backgrounds, to maintain good working relationships across the College.Ability to work with all groups from a variety of academic, socioeconomic, cultural, and ethnic backgrounds, and with community college students, faculty, and staff, including those with disabilities.Minimum qualifications :
Associate degree or two (2) years post-secondary education (60 completed credit hours).Two (2) to five (5) years direct, paid, full-time experience in administrative support, office coordination / management or related field.Preferred Qualifications :
Experience supporting Sponsored Projects.Experience managing grants / sponsored projects.Administrative support or office management experience in a large organization, government agency or public office.Knowledge of and experience with Banner software.Knowledge of and experience with SLCC Travel Policy and Procedures.Experience coordinating meetings and events.Salt Lake Community College is Utah's largest open-access college in the state. We proudly educate 45,000+ students pursuing degrees in 100+ programs across 8 areas of study, and Utah's fastest growing industries and four-year baccalaureate programs consistently welcome SLCC graduates. Every SLCC employee has a hand in transforming students' lives to strengthen its surrounding communities. SLCC employees work at 8 locations across the valley and capital city of Salt Lake with easy access to the beautiful Wasatch Mountains, world-class outdoor recreation, sporting events, museums, history, and arts and entertainment. Salt Lake Community College seeks and values contributions from each community member and welcomes new perspectives. A respectful work environment is its top priority; academic excellence and lasting transformation occurs when we can collaborate freely. As an emerging Hispanic Serving Institution, SLCC leads the state with the highest enrollment of students from the Latinx / a / o community. SLCC is committed to serving students and being a model for inclusive and transformative education. Salt Lake Community College (SLCC) is fully committed to policies of equal employment and nondiscrimination. The College does not discriminate on the basis of race, color, national origin, age, sex, sexual orientation, gender identity, genetic information, disability, religion, protected veteran status, expression of political or personal beliefs outside of the workplace, or any other status protected under applicable federal, state, or local law. SLCC is a participating employer with Utah Retirement Systems ("URS"). In addition to URS, SLCC offers several other retirement account options. This position is subject to a successful completion of a criminal background check.
