Administrative Assistant I- Grants

Cheyney University of Pennsylvania; Cheyney (PA); On-site; USD 36,000 - 48,000; Full time

Job summary

Cheyney University of Pennsylvania is seeking an Administrative Assistant I to provide comprehensive administrative support for Title III and other grant programs. The role coordinates grant activities, maintains records, supports compliance and reporting, and facilitates communication among Principal Investigators, staff, grantors, and departments.

The position emphasizes calendar management, document preparation, and efficient operation of grant management processes, with attention to detail

Qualifications

• Bachelor’s degree preferred with experience as an Administrative Assistant or similar role.
• High school diploma plus related training or experience will be considered.
• Strong communication and organizational abilities required.

Responsibilities

• Provide administrative support to program staff and grant personnel.
• Coordinate meetings, site visits, and conference calls with stakeholders and grantors.
• Prepare agendas, distribute materials, and record minutes with follow‑ups.
• Maintain grant files and Smartsheet records for reporting and compliance.
• Track deadlines and assist with travel, purchasing, and expense documentation.
• Communicate with other departments to support grant administration.

Skills

Communication

Organization

Attention to detail

Teamwork

Regulatory understanding

Microsoft Word

Multitasking

Diversity & inclusion

Education

Bachelor’s degree preferred

High school diploma acceptable

Tools

Smartsheet

Job description

Proudly standing as the nation’s oldest HBCU, Cheyney University of Pennsylvania has been a stalwart and highly respected institution of higher education since our founding in 1837. For over 185 years our alumni have emerged as leaders and left their mark on the social, economic, and political history of Philadelphia, the surrounding region, the nation, and the world. Building on this legacy, the vision for Cheyney University is to become the premier model for academic excellence, character development, and social responsibility.

Here at Cheyney, we value scholarship, diversity, integrity, respect, and service. We are committed to maintaining a vibrant educational community that is dedicated to promoting scholarship and lifelong learning for its students, offering wide student access to resources to ensure an opportunity for all to acquire an education, encouraging freedom of thought and freedom from discrimination by ensuring a respectful environment, and provide outreach and service to external and constituent communities, demonstrating their understanding of the importance and value of service.

We’re looking for exceptional individuals who share our values, embrace our mission, recognize our potential, and covet the opportunity to continue to move our historic University forward. CU proudly offers a positive and purposeful work environment; comprehensive employee benefits including health, vision, and dental insurance along with many wellness programs; generous retirement plans; a commitment to work-life balance including generous paid vacation, paid sick time, military leave and paid time off for most major holidays; and a University mission to support employee personal and professional growth including a tuition waiver for self and family members, training and development, and advancement opportunities.

The Administrative Assistant I provides comprehensive administrative and operational support for Title III and other federally funded grant programs at Cheyney University. This position assists in coordinating grant-related activities, maintaining accurate grant records, supporting compliance and reporting efforts, and facilitating communication among Principal Investigators (PIs), project staff, grantors, university departments, and external partners. The incumbent plays a critical role in ensuring efficient grant administration and the successful implementation of funded initiatives.

• 1. Provide administrative support to the Title III Program Director, Principal Investigators (PIs), and grant management staff.
• 2. Schedule and coordinate meetings, workshops, site visits, and conference calls with grant personnel, grantors, consultants, and university stakeholders.
• 3. Prepare meeting agendas, distribute materials, record meeting minutes, and track follow‑up action items.
• 4. Develops, maintains, updates and organizes files and grant databases. Maintains internal shared drive for effective grant management and report development.
• 5. Maintain grant-related calendars and monitor important deadlines for reporting, program activities, and compliance requirements.
• 6. Catalog and maintain all active and pending grants within the University's Smartsheet grant management platform.
• 7. Assist faculty, staff, and project personnel with preparing travel authorization requests, travel expense reports, and supporting documentation
• 8. Assist with preparing purchasing and payment documentation for grant‑funded activities as needed.
• 9. Routinely communicate with other departments on behalf of the office.
• 10. Assist in gathering expenditure documentation, invoices, purchase records, and supporting materials for financial review.
• 11. Perform other duties as assigned

Education, Training, and/or Experience

Bachelor’s degree preferred. At least three years experience as an Administrative Assistant or in a similar position is required. However, high school diploma and any such training as may have been gained through higher education or any equivalent combination of relevant experience and training will be considered.

Knowledge & Skills, Abilities

• Ability to make effective decisions
• Ability to maintain a professional demeanor at all times in sometimes high stress environment
• Ability to establish and maintain effective working relationships
• Strong communication skills - both verbal and written
• Ability to understand and apply regulations
• Ability to develop solutions to problems
• Ability to organize and plan effectively
• Ability to master attention to detail in analyzing and evaluating information
• Ability to complete multiple tasks and assign priorities
• Ability to interact with diverse publics in a friendly and welcoming manner
• Ability to work effectively in a team environment
• Highly proficient with Computer Skills (Microsoft Word Suite and other related software)
• Ability to make recommendations to the area that will enhance, correct, or streamline program operational activities.
• Ability to carry out routine assignments requiring the organization of material and development of simple procedures without direct supervision

All offers of employment are subject and contingent upon satisfactory completion of all pre-employment criminal background checks.

Cheyney University an equal opportunity/affirmative action employer complies with all applicable federal and state laws and regulations regarding nondiscrimination and affirmative action; all qualified applicants will receive consideration for employment. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, religion, sex, national origin, physical or mental disability, protected veteran status, age, gender identity or expression, sexual orientation, creed, marital status, political affiliation, personal appearance, or on the basis of rights secured by the First Amendment, in all aspects of employment, educational programs and activities, and admissions.