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Title V HSI Grant Administrative Assistant

Pacific Oaks College & Children's School
Pasadena, CA
Title V HSI Grant Administrative Assistant Location Pasadena, CA : : POSITION SUMMARY: Serve as general administrative support to the Title V Project Director and the Intentional Student Retention Initiative. Aid in reporting/evaluation procedures; assist with data collection; develop filing systems to track project progress; assist with the development of the grant project management handbook; create appropriate program materials for dissemination; schedule and assist with grant-related staff meetings; collect time and effort sheets from project staff; and work closely with the Managing Director to provide necessary support for the project. ESSENTIAL FUNCTIONS:
  • Executes day-to-day administrative activities related to the grant (i.e., budget tracking, coordination of travel, convening meetings among project stakeholders, etc.)
  • Monitors, updates, and uploads data, handbooks, manuals, and forms; provides clerical support and maintain files.
  • Develops filing systems to track project progress; Compiles information for and/or creates required spreadsheets, databases, listservs, forms, and paperwork for reports.
  • Creates and maintains budget spreadsheets and records; tracks expenditures; prepares and issues invoice/payment processing.
  • Provides aid in reporting/evaluation procedures; assists with data collection.
  • Assists with the development of the grant management handbook.
  • Creates appropriate program materials for dissemination.
  • Ensures program compliance with Department of Education.
  • Assists in writing, editing and submitting grant reports.
  • Works closely with the Managing Director to provide necessary support for the project.
  • Performs other duties related to the grant as assigned, including but not limited to: mentors work study participants as requested; provides cross training as needed; contributes to continuous quality improvement.
    • Is regular attendance an essential function? Yes No ESSENTIAL KNOWLEDGE, SKILLS and ABILITIES: [List those measurable or observable knowledge, skills & abilities, and/or behaviors that are required to succeed in performing the essential functions.]
    • KNOWLEDGE:
      • Knowledge of Higher Education administrative structures, policies, and protocols.
      • Knowledge of grant and budget reporting requirements.
      • Working knowledge of standard office procedures, equipment, and systems.
      • Knowledge of Access or similar database software.
    • SKILLS:
      • Strong organizational skills, as well as oral and written communication skills.
      • Proficient in Microsoft Office: Word, Excel, PowerPoint.
    • ABILITIES:
      • Effectively organize and manage multiple tasks and priorities to meet strict deadlines.
      • Ability to manage and track data, including expenses; report preparation.
      • Ability to work independently.
      • Ability to shift quickly between tasks without loss of continuity.
      • Attention to operational details.
      • Bilingual (English/Spanish language) preferred.
    POSITION QUALIFICATIONS:
    • Education:
      • Associate's degree or equivalent required; Bachelor's degree preferred.
    • Experience:
      • Minimum of 2 years of administrative support experience and/or project management and coordination, preferably within higher education. Prior grant management experience preferred.
    TYPICAL WORKING CONDITIONS
    • Office environment; typically, 70 degrees
    • Noise level is usually quiet to moderately noisy while in the office
    EQUIPMENT USED:
    • Computer/Laptop
    • Calculator/10-key
    • Telephone
    • Copier, scanner and fax machines
    ESSENTIAL PHYSICAL & MENTAL TASKS: (Check all that apply): Physical Demands: Standing Lifting: 15 Lbs. Pushing/Pulling Driving Walking Carrying Hearing Speaking Reaching Writing Squatting/Kneeling Seeing Climbing Pushing Other: Typing Physical Environment - Exposed to: Noise Heat/Cold Fumes/Gases Human Tissue/Fluids Chemicals Carcinogens Dirt Animal Tissue/Fluids Toxic Chemicals Radiation Other:
    • Biohazardous Material
    Mental Demands: Reading Frequent Interruptions Periods of Concentrated Attention Detailed Work Irregular Work Schedule Frequent Contact with People
    • Frequent Deadlines Other:
    • Multiple Concurrent Tasks
    TRAVEL: (% of total time): Less than 5% of total time ENVIRONMENTAL CONDITIONS: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job: The noise level in the work environment is usually quite to moderately noisy while in the office. The office temperature is about 70 degrees. DECISION MAKING: The position is governed by the policies of Pacific Oaks, along with established procedures for the department. Independent judgment is required in the supervision of personnel as well as in the carrying out of the department's strategic goals and budget management. CONTACT RESPONSIBILITIES: Routine exchange or presentation of information. Responsible for demonstrating professionalism and leadership in resolving conflicts with students and employees. Recommends alternative approaches to solve problems and conflicts. FINANCIAL RESPONSIBILITY: This position does require the management of budgets, but it is required to follow Pacific Oaks policies for purchasing and budget approvals. DISCLAIMER: The duties listed above are intended only as an illustrations of the various aspects of the position and types of responsibilities that may be performed. The omission of specific statements does not exclude them from the position if work is similar, related or a logical assignment to the position and does not preclude management from assignment duties not listed herein if such functions are a logical assignment to the position. This position description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as needs of the employer and requirements of the position change. Compensation & Benefits This opportunity is budgeted at $18.00-19.36 base compensation. Additional compensation factors may impact total compensation. To learn more about our competitive benefits and additional rewards, including generous paid time-off, medical and dental insurance coverage, life and disability insurance, retirement plan with employer contribution, multiple flexible spending accounts, tuition reimbursement, click the link below. Pacific Oaks is an Equal Opportunity Employer. Pacific Oaks participates in E-Verify and verifies identity and employment eligibility of all persons hired. The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. Pacific Oaks offers equal employment opportunities to all persons without regard to race, color, ethnicity, religion, sex, sexual orientation, national origin, age, marital status, physical or mental disability, parental status, housing status, source of income or military status, in accordance with applicable federal, state and local EEO laws.
Posted 2026-01-07

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