Administrative Data Assistant

POSITION SUMMARY

The Office of Sponsored Programs and the Office of the Associate Provost seek a full-time Administrative/Data Assistant to provide comprehensive administrative and data support to both units. Under direct supervision, the Administrative/Data Assistant performs a wide range of administrative, technical, and data management duties to support efficient office operations, grant management, and compliance activities.

TASKS & RESPONSIBILITIES

• Exercise initiative and independent judgment to coordinate and manage complex calendars, including appointments, meetings, and university and community functions.
• Serve as the first point of contact for the offices, responding to routine inquiries regarding office operations.
• Safeguard confidentiality by exercising discretion when handling administrative records, files, and sensitive information related to faculty, staff, students, and external stakeholders.
• Prepare reports, memoranda, routine correspondence, agendas, and meeting minutes for review, approval, and distribution.
• Coordinate general office operations, including processing paperwork, compiling data, and preparing reports.
• Process purchase requests for goods and services in accordance with university policies.
• Coordinate travel arrangements and process travel-related documentation.
• Arrange and support training workshops, including scheduling, agenda preparation, and recording minutes.
• Perform a variety of typing, drafting, editing, and clerical duties, some of which may be confidential in nature.
• Conduct various computer operations and maintain office schedules and filing systems.
• Manage database systems and perform data entry, maintenance, and reporting.
• Provide data operations support, including disseminating data reports and gathering research data.
• Assist with grant monitoring, alerts, management, and compliance activities.
• Support activities related to the Office of Sponsored Programs and Title III initiatives.
• Assist with budget management, including tracking expenditures and reconciling accounts.
• Manage calendar for the assistant provost.

Qualifications

• Bachelor’s degree in a related field.
• Three to four years of relevant administrative and/or data support experience.

KNOWLEDGE, SKILLS, & ABILITIES

• Demonstrated data entry, records maintenance, and database management skills.
• Ability to maintain confidentiality of records and sensitive information.
• Strong written and verbal communication skills.
• Ability to read, interpret, and support grant-related documents.
• Strong organizational and coordination skills with attention to detail.
• Ability to follow specific instructions, procedures, and institutional policies.
• Proficiency in basic office equipment and standard office software.
• Ability to create, compose, and edit written materials.
• Experience in maintaining calendars, scheduling appointments, and coordinating meetings or workshops.
• Ability to gather, input, and analyze research and administrative data.

SUPERVISION

• This position reports to the Director of Sponsored Programs.

SALARY RANGE

• $43,000 - $46,000 annually, plus benefits!

POSITION STATUS

• Full-time; in-person.

SETTING

Founded in 1875, Huston-Tillotson University is Austin's first institution of higher education. The University is an independent, liberal arts, church-related, historically black institution located on a 23-acre tree-lined campus near downtown Austin, Texas. The University is affiliated with United Methodist Church, the United Church of Christ, and the United Negro College Fund. Undergraduate, four-year degrees in business, education, the humanities, natural sciences, and social sciences are awarded. Huston-Tillotson University is multi-cultural, multi-ethnic, and multi-faith, and welcomes students of all ages, races, and religions. All faculty are engaged in a range of activities, their primary focus is teaching. The student-teacher ratio is 15 to one, which allows an environment of personalized attention to students.