Part Time Project Administrative Assistant (Grant Funded)

Richmond Community College; Hamlet (NC); On-site; USD 35,000 - 52,000; Full time

Job summary

Richmond Community College in Hamlet, NC seeks a Project Administration Assistant to provide administrative support for grants and related projects. You will handle calendars, correspondence, data entry, filing, and report preparation while protecting confidential information and delivering courteous service.

You will assist with scheduling, meeting logistics, event support, and preparation of materials, while coordinating with staff and community partners to ensure timely deliverables and

Qualifications

• Associate degree from an accredited institution required.
• Strong organizational, communication, computer, and recordkeeping skills.
• Preferred: Bachelor’s degree and related field experience.
• Experience with grant-funded projects or higher education is a plus.

Responsibilities

• Provide administrative support for grants and projects, including calendars, meeting arrangements, filing, and program materials.
• Respond professionally to routine questions from students, employees, participants, and partners; direct questions to appropriate staff.
• Schedule appointments, meetings, and project activities; assist with registration and logistics.
• Complete assigned participant and partner follow-up; document contacts and communicate needs to supervisor.
• Help organize workshops, training sessions, meetings, and events; track registration and attendance.

Skills

Communication

Organization

Recordkeeping

Time management

Independent work

Team collaboration

Discretion with sensitive info

Education

Associate degree

Bachelor’s degree preferred

Office administration related education

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft Teams

Job description

General Description

The Project Administration Assistant provides administrative support for one or more RichmondCC grants and related projects, as assigned. Responsibilities include scheduling, correspondence, recordkeeping, data entry, report preparation, event support, and communication with college staff and community partners. The assistant helps organize grant activities, monitor deadlines, and maintain accurate documentation while protecting confidential information and providing courteous service.

Examples of Essential Duties

1. Provide day-to-day administrative support for assigned grants and projects, including calendars, meeting arrangements, correspondence, filing, and program materials.
2. Respond professionally to routine questions from students, employees, participants, and partners; direct questions requiring specialized knowledge or approval to appropriate staff.
3. Schedule appointments, meetings, and project activities; send approved reminders and assist with registration and other logistical arrangements.
4. Complete assigned participant and partner follow-up, document contacts, and communicate outstanding needs or tasks to the supervisor.
5. Help organize workshops, training sessions, meetings, and events. Prepare materials and track registration, attendance, and completion as required.
6. Prepare agendas, record meeting notes and action items, and assist with follow-up on project deadlines and assigned responsibilities.
7. Assist with program promotion, outreach materials, and approved communications in coordination with the supervisor and college Marketing staff.
8. Maintain current contact lists, resource information, and partner records. Help arrange communication with vendors, community organizations, and other project partners.
9. Enter approved program data, check records for accuracy and completeness, and prepare summaries and supporting materials for grant reports and team reviews.
10. Maintain organized records of activities, deliverables, purchases, and reporting deadlines for each assigned grant or project.
11. Assist with supply requests, purchase paperwork, invoices, expense documentation, and vendor materials through established college procedures.
12. Protect confidential student, participant, employee, and project information. Use approved storage systems and share information only as authorized.
13. Maintain accurate records of assigned work and time by grant or project as directed. Complete required training and follow college safety, confidentiality, and reporting procedures.
14. Perform other related duties assigned by the supervisor within the position’s responsibilities and the requirements of the applicable grants.

Position Qualifications

Minimum Education and Experience

Associate degree from an accredited institution required. Applicants must demonstrate the organizational, communication, computer, and recordkeeping skills needed to perform the duties of the position.

Preferred Qualifications

• Bachelor’s degree from an accredited institution.
• Education in office administration, business, human services, education, or a related field.
• Experience in administrative support, higher education, community programs, or grant-funded projects.
• Experience maintaining records, coordinating meetings or events, assisting with purchasing paperwork, or preparing reports and data summaries.

Knowledge Skills and Abilities

• Commitment to the community college mission and respectful service to students with different backgrounds and needs.
• Ability to communicate clearly and courteously in person, by phone, and in writing.
• Ability to organize competing tasks across projects, meet deadlines, maintain accurate records, and follow written procedures.
• Working knowledge of Microsoft Word, Excel, Outlook, and Teams, with the ability to learn college systems.
• Ability to work independently on routine tasks, collaborate with a team, and seek guidance when needed.
• Ability to handle sensitive information with discretion and follow applicable privacy requirements, college policies, and grant procedures.
• Ability to work effectively with students, employees, participants, and external partners and recognize when a matter requires a supervisor’s attention.

Scope of Responsibilities

This position provides administrative support under supervision. The assistant helps carry out approved activities for assigned grants and projects, maintains supporting documentation, and refers matters requiring professional judgment or approval to the appropriate staff. Assignments may vary according to college needs and grant requirements.

Work Conditions and Employment Requirements

Work involves use of computers and office equipment, communication with students, employees, participants, and partners, and support for meetings and events. Some local travel or adjusted hours may be needed within the approved part-time schedule. Reasonable accommodations may be provided to perform essential duties. Continued employment depends on grant funding, college needs, and satisfactory performance.

Richmond Community College is an Equal Opportunity Employer.