Program Assistant

Position vacancy Announcement: Florida A&M University is pleased to announce the acceptance of qualified applications for the Program Assistant vacancy. Requirements The incumbent in this position is responsible for assisting in the management and administration of the specialized program functions; Serves as the primary contact for the specified program or departmental functions to include recommending and implementing policies and procedures; Assists in making recommendations on office operational needs to include equipment, workflow, staffing, and materials; Responsible for drafting documents for purchasing (requisition), travel, human resources (payroll certifications), property control functions, and administrative office operations within the specialized program; May provide direct support for an administrator to include correspondence, data compilation, preparation of reports and manuscripts, creation and maintenance of databases, and related responsibilities; May provide support for financial and budgetary activities. Essential Functions Provide administrative and secretarial support including but not limited to greeting and receiving visitors to include faculty staff and students, answering phones, responding to inquiries, managing incoming/outgoing mail, filing, scheduling meetings, appointments, conferences, seminars and workshops. Type, copy and sort a variety of materials including examinations, correspondence, reports, forms and other documents; Type from rough drafts, notes and oral instructions; Proofread materials for correct spelling, punctuation and grammar projects, compiles data, prepares administrative and statistical reports; Research and gather information to assist in the development of grants, reports, speeches and programs. Coordinate the preparation and processing of a variety of documents including but not limited to bi-weekly payroll certifications, travel requests, purchase requisitions, reimbursements and other documents as it relates to the needs of the office. Interpret applicable university and ABA policies, procedures and regulations; Recommend and implement internal operating policies and procedures and improved office systems. Analyze office operation needs in terms of office supplies, equipment, workflow, materials and makes recommendations; Perform bookkeeping functions and assist in program operations. The incumbent in this position perform other duties required or deemed appropriate to the functions of the office. Minimum Qualifications A high school diploma or equivalency and four years of related experience; or a combination of post high school education and experience equal to four years. Recommended Competencies Knowledge of office computer systems and other office equipment (copiers, fax machines, scanners etc.); Knowledge of Microsoft Word, Excel, PowerPoint, Outlook and Access and other computer software; Knowledge of university policies, procedures, and requirements; Knowledge of state and federal laws and regulations related to the area of assignment; Knowledge of administrative support practices and procedures; Knowledge of proper grammar, punctuation, spelling and composition; Skill in applying basic and advanced tools used in word processing applications; Skill in applying the tools used in creating and modifying spreadsheet and database applications; Skill in collecting, compiling, evaluating and analyzing information from a variety of sources; Skill in coordinating diverse activities to ensure completion of projects and work assignments; Ability to establish and maintain effective working relationships; Ability to understand, explain, and apply rules, regulations, policies and procedures; Ability to verify accuracy of information, resolve discrepancies and follow-up on outstanding activities; and, Ability to communicate effectively with faculty, staff, students and public. University Support Personnel Services (USPS) positions are career service jobs where terms and conditions are generally recognized through collective bargaining agreements and/or state statute. In accordance with Florida Statute 112.219, relevant work experience may substitute for the required education: 4 years of experience in lieu of a Bachelor’s, or 6 years in lieu of a Master’s. How to Apply: Applicants are required to complete the online application with all applicable information. Applications must include all work history and education details even if attaching a resume. If you are a current FAMU employee, you must apply through Workday. This search is being conducted under Florida law, including the Sunshine law and Public Records law. Conditions of Employment: Successful candidate is subject to a pre-employment screening which includes a review of criminal records, reference checks and verification of education. An official college transcript, a high school diploma, or other educational documents must be submitted, where applicable, at the time of employment. Only United States (U.S.) citizens or aliens who have a legal right to work in the U.S. are eligible for employment. Federal law requires proof of your authorization to work in the United States. You will be required to provide proof of your identity and employment eligibility within three (3) days of employment. Section 110.1128, Florida Statutes, prohibits employment by the State (including re-hire after a break in service) of any male born after October 1, 1962, who failed to register with the Selective Service System, under the provisions of the U.S. Military Selective Service Act, during the person’s period of eligibility (ages 18 through 25). Additionally, if currently employed by the State, this law prohibits the promotion of such person. You may be required to provide documentation. Reasonable Accommodation: If you require a reasonable accommodation pursuant to the Americans with Disabilities Amendment Act (ADAA), please contact the Office of Equal Opportunity Programs at (850) 599-3076 at least ten (10) days prior to the start of the event. If you are hearing or speech impaired, please contact the University by calling TDD via FRS (800) 955-8771. Equal Opportunity/Equal Access University: Florida A&M University is an equal opportunity employer. Veterans': Preference will be given to eligible Veterans’ and spouses of Veterans' as required by Florida Statutes.