Administrative Assistant, Office of Sponsored Research

Vets Hired; Daytona Beach (FL); On-site; USD 35,000 - 52,000; Full time

Job summary

Vets Hired is seeking an Administrative Assistant to provide essential support across grant administration, budgeting, records, scheduling, and office coordination. This role acts as a liaison among departments and stakeholders to ensure accurate documentation and efficient operations.

The ideal candidate has an Associate degree and 3–5 years of administrative experience, strong organizational and communication skills, and proficiency with Microsoft Office and enterprise information systems.

Qualifications

• Associate degree or equivalent in Business or a related field.
• 3–5 years of administrative experience.
• Strong administrative, organizational, and customer service skills.
• Experience with budget tracking and financial recordkeeping.
• Proficiency in Microsoft Office applications (Excel, Word, PowerPoint, Outlook).

Responsibilities

• Provide administrative support for grant activities and budgeting.
• Maintain grant files and departmental records.
• Manage calendars, meetings, and minutes.
• Prepare reports, forms, and spreadsheets.
• Coordinate onboarding and internal communications.

Skills

Administrative

Organization

Communication

Time management

Customer service

Education

Associate degree

Tools

Excel

Word

PowerPoint

Outlook

Enterprise systems

Job description

Job Summary

The Administrative Assistant provides administrative and operational support for departmental activities, including grant administration, budget tracking, records management, communications, scheduling, procurement, and office coordination. This role serves as a liaison between internal departments and stakeholders while ensuring efficient office operations and accurate documentation.

Duties and Responsibilities

• Perform proposal processing, award documentation, and data entry for grant activities.
• Prepare and monitor grant budgets and related financial records.
• Maintain accurate grant files and departmental records.
• Enter and manage electronic data within organizational systems.
• Respond to inquiries and provide administrative support to internal and external stakeholders.
• Manage departmental communications, correspondence, and announcements.
• Maintain department webpages and internal documentation.
• Coordinate onboarding activities with internal departments.
• Create, edit, and maintain reports, forms, spreadsheets, and other documents.
• Manage departmental calendars, meetings, conferences, agendas, and meeting minutes.
• Review documents for completeness and accuracy.
• Process purchase requisitions, invoices, procurement card transactions, and office supply orders.
• Coordinate office equipment and facility maintenance.
• Track and reconcile departmental budgets and financial records.
• Assist with special projects and additional administrative assignments.
• Ensure projects are completed within established deadlines.

Requirements

• Associate degree or equivalent post-secondary education in Business or a related field.
• 3–5 years of administrative experience.
• Strong administrative, organizational, and customer service skills.
• Experience with budget tracking and financial recordkeeping.
• Knowledge of Microsoft Office applications, including Excel, Word, PowerPoint, Outlook, and related business software.
• Experience using enterprise information systems.
• Strong analytical, research, and problem-solving abilities.
• Ability to prioritize multiple tasks and meet deadlines.
• Excellent written and verbal communication skills.
• Ability to work independently and collaboratively in a team environment.