| Job Description: |
SUMMARY OF POSITION ROLE/RESPONSIBILITIES
The Human Resources and Grants administrative assistant supports a broad range of functions within the Libraries’ Human Resources office and the Grants Program. The main areas of responsibility include providing administrative assistance to the Grants Manager and support for the HR Office, by phone, online, and in person. This is a fully on-site, part time (20 hours/week) position. Working hours are between 8am – 5pm, Monday through Friday, with the specific schedule being determined upon hire based on employee and office needs. This position is part of the Administrative Services unit that currently services over 250 regular employees and 150 student workers, in 9 locations, including personnel in Saint Augustine and Jacksonville, Florida.
Essential duties of the position include:
Human Resources Support
- Receives, checks for completion and procedural compliance, and files staff performance evaluations, tracking participation on an excel spreadsheet
- Assists HR and Grants Associate with Faculty Assignment Report (FAR) data entry and tracking.
- Assists HR and Grants Associate with Effort data entry and tracking.
- Assists HR Generalists and Aso. Dir. with printing, scanning, digital file tasks and file room needs.
Grants Management Program Support
- Provides primary administrative support for the Grants program, including assistance with communication templates, scheduling, note keeping, and filing.
- Provides administrative support for the Grants Management Committee, including scheduling meetings and organizing files.
- Creates presentations in Canva and PowerPoint using provided expert content to support grants training and outreach initiatives.
- Maintains grants LibGuide.
- Formats monthly Funding Alerts and Grants Activities Updates as well as other documentation as needed.
Administrative Services Office Support
- Serves as receptionist for office suite.
- Routes visits, calls, and emails to HR Office general inbox to ensure timely responses.
- Assist in maintaining shared office space to promote a welcoming space for visitors.
- Monitors office equipment and reports issues if necessary and helps to maintain office supplies.
Other duties: Helping with workplace events and special projects as needed.
SUPERVISION
Received: Initial training is conducted, and work progress is monitored. Instructions are given orally and in writing. Weekly check-in meetings with supervisor and other members of the HR team and grants team.
Exercised: None
NORMAL WORK SCHEDULE
Standard hours: 20 hours per week completed between Monday - Friday 8 a.m. to 5 p.m. Specific schedule is flexible and will be determined based on employee and office needs.
STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA
Access to employee and student data.
OTHER CHARACTERISTICS OF THE POSITION
The work area is in an open space. The position is responsible for answering the HR Office main line, as well as greeting, answering questions and directing visitors. While the position reports directly the HR Generalist II, day-to-day work is directed by two managers: HR Generalist II and Grants Manager.
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| Preferred: |
- Familiarity with, and ability to complete tasks using Canva and Microsoft Suite Software, including Excel, Word, PowerPoint, Outlook, Teams.
- Excellent interpersonal and customer service skills.
- Good verbal and written communication skills.
- Detail oriented.
- Ability to maintain confidentiality.
- Ability to work collaboratively to accomplish goals.
- Demonstrated commitment to contributing to a respectful and caring community for all.
- Flexibility, and ability to adapt and work in a rapidly changing environment.
- Human resources and/or grants administration experience.
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