Position Description Allen University - Office of Research, Innovation, and Strategic Initiatives Position Title: Administrative Assistant Department / Office: Office of Research, Innovation, and Strategic Initiatives Reports To: Vice President for Research, Innovation, and Strategic Initiatives Classification: Full-time Location: Allen University, Columbia, South Carolina Position Summary The Administrative Assistant provides comprehensive administrative, clerical, and operational support to the Vice President for Research, Innovation, and Strategic Initiatives and to the operations of the Office. Serving as the first point of contact for the Office, this position manages the Vice President's calendar and correspondence, coordinates meetings and events, maintains records and databases, and supports the administrative aspects of sponsored programs, research development, and strategic initiatives. The role requires professionalism, discretion, strong organizational skills, and the ability to manage multiple priorities and deadlines in a dynamic, deadline-driven environment. Essential Duties and Responsibilities • Manage the Vice President's calendar; schedule appointments and meetings; and coordinate travel arrangements, itineraries, and related logistics. • Serve as the primary point of contact for the Office - greeting visitors, answering and directing calls and correspondence, and responding to inquiries from faculty, staff, students, and external partners. • Prepare, edit, and format correspondence, reports, presentations, memoranda, and meeting materials. • Coordinate and schedule meetings; prepare agendas; record and distribute minutes; and track follow-up action items. • Maintain organized physical and electronic files, records, and databases, ensuring confidentiality and compliance with records-retention requirements. • Support the administrative aspects of proposal submission and sponsored programs - tracking deadlines, assembling documents, maintaining a grants and funding-opportunity calendar, and helping ensure timely routing and approvals. • Assist with planning and logistics for office events, workshops, the faculty research forum, the annual research symposium, and partner and stakeholder meetings. • Process requisitions, purchasing, invoices, travel reimbursements, and expense reports in accordance with University policies; assist with budget tracking and reconciliation. • Maintain office supplies and equipment and coordinate with Information Technology and Facilities as needed. • Assist in compiling data and preparing reports and dashboards for internal and external reporting. • Support communication and coordination across academic divisions, Cabinet offices, and external partners. • Maintain strict confidentiality of sensitive research, personnel, and financial information. • Perform other duties as assigned in support of the Office's mission. Required Qualifications • Associate's degree, or an equivalent combination of education and relevant experience (Bachelor's preferred). • Minimum of two to three years of progressively responsible administrative or office-support experience, preferably in higher education, research administration, or a professional office setting. • Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook) and the ability to learn new systems, including electronic research-administration and grants portals. • Excellent written and verbal communication skills. • Strong organizational skills and attention to detail, with the ability to manage multiple priorities and meet deadlines. • Demonstrated professionalism, sound judgment, and the ability to handle confidential information with discretion. Preferred Qualifications • Bachelor's degree. • Experience in a university research, sponsored-programs, or grants office. • Familiarity with federal grant systems (e.g., Grants.gov, Research.gov, NSPIRES) and/or research compliance (IRB, CITI). • Experience with event coordination and with purchasing and budget processes. Knowledge, Skills, and Abilities • Ability to work both independently and collaboratively as part of a team. • Strong interpersonal skills and a service-oriented approach to faculty, staff, students, and partners. • Effective problem-solving ability and initiative. • Consistent accuracy, reliability, and commitment to confidentiality. Work Environment and Physical Requirements Standard office environment. Occasional evening or weekend hours may be required to support events and deadlines. The position requires the ability to perform routine office tasks, including extended periods of computer and desk work. To Apply To apply, submit (1) a letter of interest, (2) a current résumé or curriculum vitae, and (3) the names and contact information of three professional references to the Director of Human Resources ddennis@allenuniversity.edu Review of applications will begin immediately and will continue until the position is filled. Allen University is an AME Church-affiliated institution. Allen University is an Equal Opportunity Employer.