FXD Program Assistant III

Title: FXD Program Assistant III

VP Area: Inst for Climate, Water, & the Env

Department: Inst for Climate, Water, & the Env

Work Schedule: Fixed daytime hours Monday-Friday

Telework Availability: On-campus Position

FLSA Status: Non-Exempt

Employee Classification: Fixed Term Staff

Hours per week: 40

Months per year: 12

Fixed Term End Date (if applicable): 2029-01-31

Job Purpose:

The Institute for Climate, Water, and the Environment Program Assistant supports the Climate Institute's staff in organizing and running Institute operations. The position develops and maintains strong professional relationships and works collaboratively with a variety of internal and external stakeholders. Performs a wide range of complex administrative and budgetary duties in support of department members. Will provide direction and support to other administrative support staff and student employees.

Essential Functions:

• 30% - Budgetary Support
• Prepare, audit and process requisitions, expense reports, invoices, contracts and credit card statements.
• Travel expense reporting.
• Monitoring, reconcile, and generate reports on department budget and grants.
• Uses spreadsheet and database software to create and maintain various budget, grant, and personnel records. 
• 30% - Event Support
• Primary responsibility for Climate Institute public events and workshops, including space reservation, event website maintenance, registration processing, student event support coordination, scheduling of recording and livestreaming, internal event approval processing, and post-event processing.
• Speaker travel accommodations and honoraria processing. 
• 30% - Administrative Support
• Performs a wide range of complex administrative duties requiring independent judgment and initiative on assignments that are sensitive in nature.
• Perform complex word processing and spreadsheet tasks such as merging and sorting, integrating text and graphics, and helping to generate direct mailings, forms, flyers and other documents.
• Manages correspondence for department operations, including advisory board(s).
• Plan, set-up, monitor, and tear-down of departmental events and meetings.
• Maintains professional and accurate records including confidential reports and information, both in electronic and written format.
• Scheduling of appointments, calendars, meetings, travel and other events, including the procurement of logistical needs.
• Submits and monitors work orders for office and department members.
• Maintaining and ordering supplies for the office and equipment.
• Oversees and assigns work and special projects to student employees. 
• Additional Duties as Assigned by the Department

Educational Requirement:

Bachelor's Degree or Equivalent Experience

Years of Related Experience Requirement:

3 years

In lieu of the educational qualifications, candidates may qualify with equivalent professional experience at a ratio of one year of experience for each year of required education. 

Skills & Abilities:

Exceptional organizational, communication and administrative skills.

Meticulous attention to detail.

Proficiency with Microsoft Office, especially Excel.

Ability to prioritize tasks and meet deadlines.

Experience planning event logistics.

Preferred Qualifications:

BA + four (4) years' experience in a progressive office support position, including two (2) years budget management responsibilities.

Physical & On-Campus Requirements:

In-Office Presence - Ability to work on-site in typical office setting and participate in in-person meetings with colleagues: 5 days/week

Standing/Sitting - Ability to remain in a stationary position for a prolonged period: Daily (>75% of time)

Walking - Ability to move about on foot to accomplish tasks: Often (50%-75% of time)

Lifting/Carrying - Ability to move or transport objects up to a specified weight (e.g., 50 pounds): Rarely (1%-49% of time)

Attention to Detail - Ability to focus on detailed tasks for extended periods: Daily (>75% of time)

Problem-Solving - Ability to identify and resolve issues effectively: Daily (>75% of time)

The budgeted salary range that the University reasonably expects to offer for this position: $20.77 - $25.96 per hour

Pay Range:

Minimum Salary (Non-Exempt): 20.77

Midpoint Salary (Non-Exempt): 25.96

Maximum Salary (Non-Exempt): 31.15

Is this position eligible for relocation reimbursement or a signing bonus?: False

At this time, the University has suspended all new H1B visa sponsorships.

Required Application Materials: Cover Letter and Resume