Administrative Assistant

Posting Number S297P Working Title Administrative Assistant FLSA Non-Exempt Pay Grade 3 Advertised Salary Position Status Full Time Appointment Length 12 Months Department Dept of English, History and Modern Languages Job Summary/Basic Function

The duties of this position range from assisting the National Writing Project Site Director, to social media management, to full-scale event planning (program development; coordinating accommodations, venues, meals, and payments for visiting lecturers and the annual Summer Institute and Literacy Leaders Conference; and designing relevant promotional materials for the events).

This is a grant-funded position. Renewal depends upon continued availability of funding, which is not guaranteed.

Minimum Qualifications

• Knowledge and skills in the operation of computers and other standard office equipment
• Ability to use Microsoft Office Suite and a variety of software programs including database management and scheduling software.
• Effective oral and written skills.
• Experience working in organizational structures like higher education.

Equivalent combination of experience and training which provides the required knowledge, skills and abilities may be considered as meeting the minimum qualifications, at the direction of the hiring supervisor.

Preferred Qualifications Posting Date 02/20/2025 Close Date Special Instructions Summary

Appointment to this position will be contingent upon a satisfactory background check.

We believe in work-life balance and keeping time for things we love outside our work. Shepherd University offers generous employee benefits, including:

o 13 paid holidays

o 15 days annual leave (vacation) per year (prorated based on FTE)

o 18 sick days per year and the flexibility to use that time to care for immediate family members (prorated based on FTE)

o Wide range of health insurance and other benefits

o 401(a) retirement savings with 6% contribution match; eligibility to continue health insurance post-retirement, and other retiree perks

o Tuition waivers for employees and their dependents

Please note: This is a grant-funded position. Renewal depends upon continued availability of funding, which is not guaranteed.

Job Duties

Description of Job Duties

• Assist with the planning, logistics, and execution of Shepherd's National Writing Project site's programs;
• Provide ideas and recommendations for changes to support activities and/or methods to improve the service object of the unit;
• Contribute to or ensure the effectiveness of operations or services having significant impact with Shepherd's National Writing Project Site;
• Assist the Site Director in product and vendor research
• Investigate all available avenues of research and/or negotiation to obtain the best possible pricing for products and services purchased with budget funds;
• Make contract for or purchase goods and services as necessary for the administrative functioning of the NWP Site, and for other goods or services as indicated by the Director;
• Oversee the delivery of contracted supplies and services to ensure thoroughness and adequacy;
• Work closely with the Director as well as Shepherd University and Shepherd's Office of Sponsored Programs to maintain compliance with all applicable rules, regulations, policies and procedures associated with fiscal activity;
• Make deposits of revenue and request payments for expenses according to functional area of responsibility;
• Ensure fiscal accountability by providing completed deposit slips, requisitions/purchase orders, invoices, travel settlements, and other forms as necessary for the proper and appropriate dispersal of funds spent or transferred from pertinent account.