Program Assistant

North Carolina A & T State University

Greensboro, NC

ID: 7254271
Posted: June 11, 2024
Application Deadline: Open Until Filled

Job Description

Minimum Experience/Education
High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

Preferred Years Experience, Skills, Training, Education
Bachelor’s Degree in management, relevant STEM discipline (e.g., Industrial Engineering, Civil Engineering), or transportation related discipline
Possess a high level of initiative and the ability to multitask and address issues with decisiveness and patience.
Possess good organizational skills; detail oriented.
Able to prioritize tasks effectively.
Demonstrated integrity, dependability, and competence.
Able to work independently requiring minimal supervision.
Proficient with MS Word, Excel, and PowerPoint.
Able to make presentations utilizing excellent oral communication and facilitation skills.
Strong critical thinking, analytical, writing, communication, and interpersonal skills.
Work experience in finance, accounting, and/or transportation-related fields.
Work experience in assisting the project management for research programs and projects.
Experience with project management tools and software.
Ability to work independently as well as be an integral part of a team.
Required License or Certification
Position Overview
Primary Purpose of Position
This position serves as the Program Assistant for the Center for Regional and Rural Connected Communities (CR2C2). The person hired for this position is responsible for assisting the center directors and the program manager with project management, communication and marketing, data collection and management, and information analysis activities for CR2C2 and its associated laboratories. This person is also responsible for assisting with all financial and human resource transactions within CR2C2 and its associate laboratories and projects.
Primary Function of Organizational Unit
North Carolina A & T is a public land grant high research activity university that enrolls over 13,300 students. The University is committed to dedicated teaching and learning, scholarly and creative research, and effective engagement and public service.

The Center for Regional and Rural Connected Communities (CR2C2) was initially funded by U.S. Department of Transportation in 2023. CR2C2 will serve as the Region 4 University Transportation Center (UTC) charged with addressing transportation challenges within the southeastern region of the United States.
Work Hours 8-5, M-F
Is this position eligible for a remote or hybrid work arrangement, consistent with university and state policies.
Key Responsibilities and Related Competencies
Required Competency Administrative Duties
Serves as the Program Assistant for the Center for Regional and Rural Connected Communities (CR2C2).
Assisting with the administration of the business processes and operations for the CR2C2 and its associated laboratories, projects, and activities.
Meets with the center director or program manager regularly to assist with planning of the CR2C2 activities
Assists with overseeing grant and contract pre- and post-award agreements, reporting and compliance with standards for the CR2C2 and its associated laboratories and projects.
Assists with the planning and organization of CR2C2 events and activities.
Organizes the CR2C2’s and the associated laboratories’ workshops and seminars.
Prepares and reviews technical and financial reports, articles, presentations, newsletters, proposals, and grants.
Communicates and follows up the businesses and activities of CR2C2 and its associated laboratories with all University units.
Disseminates information about CR2C2 activities and its associated laboratories with all University departments and external entities.

Required Competency Financial Administration - Budget
Initiates and tracks financial transactions for the CR2C2 and its associated laboratories, including, but not limited to, vendor invoice payments, subcontractor payments, travel expenses, petty cash disbursements, and procurement card purchases, internal fund transfers, contracts, and subcontracts.
Assist with financial management of research, seed, and partnering grants awarded to subawardees under the CR2C2 and its associated laboratories and projects.
Assists in preparing budgets and monitors expenditures for the CR2C2 and its associated laboratories and projects.
Creates and maintains records used to monitor subgrants for the required match, and ensures that appropriate records are kept for audit trails.
Assists with the preparation of monthly financial, project, and grant reports.
Monitors payments for scholarships and travel to avoid cost overruns by the other universities.
Monitors and oversees project accounts and financial matters through the Office of Sponsored Programs for the CR2C2 and the associated laboratories and projects.

Required Competency Program/Project Administration
Assists with pre-and post-award activities pertaining to the education, seed, research and partnering grants awarded or received by the CR2C2 and the associated laboratories.
Assists with the preparation of all documents required to issue the grants including the initial Basic Ordering Agreement, the review of Subcontract forms, the Justification for Non-Competitive and sole-source Purchases and Contracts form, review of the Contract documents and the budget.
Assists with the preparation of amendments, as necessary, for the research and educational grants. This requires coordination with NCA&T research administrative staff as well as Center and Project Directors and administrative staff at other universities.
Informs the supervisor of potential budget problems detected and advises as necessary to resolve issues such as overages.
Works with the supervisor during closeout of contracts and grants to determine final project costs.
Assists with the preparation of financial information sent to the Sponsored Programs Accountant for the final invoicing.
Assists with audits processes being performed within the CR2C2.
Required Competency Human Resources Management
Initiates and tracks Human Resource transactions for the CR2C2 and its associated laboratories, including, but not limited to, HR documents, payroll entries, and effort reporting.
Required Competency Communication and Marketing
Assists with the preparation of CR2C2 articles, proposals, reports, presentations, educational, and marketing materials.
Listens and responds appropriately to others using the appropriate media (e.g., e-mail, presentations, etc.).
Assists with planning and organizing student and staff development and other training/education programs including core training, specialized one-time training events, continuing education, and related programs for the CR2C2 and its associated laboratories.
Assists with marketing and public relations and functions for the CR2C2 and its associated laboratories.
Prepares training materials for the CR2C2 and its associated laboratories.
Attends CR2C2 meetings to stay abreast of upcoming CR2C2 activities and to support as necessary to ensure compliance with NCA&T, federal, and grant policies.
Travels and represents the CR2C2 as needed in meetings with stakeholders, including state and federal agencies, industrial partners, and other collaborators.
Assist with all marketing and communication aspects of the CR2C2 and its associated laboratories including the preparation of marketing and presentation materials and maintaining and updating websites, recording and documenting the events, and administering the social media accounts.

Required Competency Data/Information/Records Administration
Creates, collects, and analyzes graphs, charts, and other data visualizations within prescribed timeframes for grant reports, proposals, and stakeholder meetings.
Analyzes CR2C2 business operations and financial statements and makes recommendations for approval.
Reviews, examines, and prepares program documents.
Assists with data storage, organization, and management.