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Title: Program Assistant

VP Area: VP University Advancement

Department: Assoc. VP, Org. Effectiveness

Work Schedule: Fixed daytime hours Monday-Friday

Telework Availability: Occasional Telework Available

FLSA Status: Non-Exempt

Employee Classification: Regular full-time (staff 30+ hours)

Hours per week: 40

Months per year: 12

Job Purpose:

The Program Assistant is the primary administrative support for the Chief Operations Officer and Budget and Personnel Officer for University Advancement assisting with budget and personnel needs.

Essential Functions:

• 45% - Budget support:
  • Track and process all budget accounts for advancement including alumni chapter and board accounts
  • Support Advancement senior leaders to document projections of annual budget and process reports as requested to review status with each area to create an annual budget, including projections vs. annual, cost-benefit analyses and return on investment
  • Monitors budget throughout the year, providing regular reports for leadership as requested
  • Responsible for coordination with external departments (purchasing, accounts payable, controller’s office, etc.)
  • Monitors revenue and expenditures and communicates budget or payment issues with supervisor and Advancement leadership
  • Processes invoices, reimbursements, journal entries and oversees payment tracking for all vendors
  • Support Zag Travel and Expense and Concur for Advancement
  • Provides budget reports for Advancement leadership
  • Builds and maintains collaborative partnerships university-wide
  • Responsible support preparation of outside vendor (speaker, events) contracts
  • Responsible for check deposits - (Essential)

• 45% - Administrative and Personnel Support:
  • Assist in communication and training for new hires on budget processes and procedures
  • Support processes and procedures related to personnel hiring; Assist with due dates and deadlines for personnel related processes
  • Establish and maintain electronic files and databases in support of budget and personnel - (Essential)

• 10% -
  • Other Duties as assigned by the Vice President, Advancement, Associate Vice President and Chief Operating Officer, Advancement and Budget Officer, Advancement.
  • Serve as back-up the UA Reception Desk
  • Attend meetings and events as needed to support the work of the Advancement division - (Other)

• Additional Duties as Assigned by the Department

Educational Requirement:

High School Diploma or GED

Years of Related Experience Requirement:

5 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. 

Certifications and/or Licensures:

Skills & Abilities:

• 5 years of relevant experience in budgeting, financial analysis, accounting, or administrative support involving financial tasks.
• Proficiency with spreadsheet software (e.g., Microsoft Excel or Google Sheets).
• Basic knowledge of financial and budgeting principles.
• Strong analytical, organizational, and communication skills.
• Ability to meet deadlines and work both independently and collaboratively.

Preferred Qualifications:

• Bachelor's Degree
• Experience in higher education
• Experience with grant budgeting and compliance.
• Familiarity with fund accounting or university financial systems (e.g., Banner, Concor, Oracle, PowerBI).
• Advanced Excel skills (e.g., pivot tables, formulas, macros).
• Knowledge of ERP systems and financial reporting tools.
• Strong understanding of university funding structures and budget cycle.

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: Daily (>75% of time)

Lifting/Carrying - Ability to move or transport objects up to a specified weight (e.g., 50 pounds): Often (50%-75% 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: $20.31 Hr

Pay Range:

Minimum Salary (Non-Exempt): $20.31

Midpoint Salary (Non-Exempt): $25.38

Maximum Salary (Non-Exempt): $30.46

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