HRSA Grant Project Coordinator & Administrative Assistant - Heidelberg University : Job Details

Job Type Full-time Description The HRSA Grant Project Coordinator & Administrative Assistant is a dual-role position responsible for assisting in the planning, development, implementation, and evaluation of all HRSA grant initiatives, while also providing day-to-day administrative support to the School of Behavioral Sciences. This position helps ensure compliance with all HRSA policies and guidelines, supports fiscal management and reporting, and facilitates the smooth operation of the School's administrative needs. Supervision Received: Reports directly to the Director of Masters of Arts in Counseling. Essential Duties & Responsibilities:

• Supports the success of the HRSA grant and the School of Behavioral Sciences by coordinating grant activities, ensuring compliance, and providing essential administrative support to faculty, staff, and students.
• Assist with the daily processing and tracking of fiscal grant items.
• Support planning, development, implementation, and evaluation of grant initiatives.
• Collect and analyze grant-related data each quarter.
• Develop process and program outcome reports due quarterly and annually.
• Ensure compliance with HRSA policies and federal grant guidelines.
• Assist with preparation for audits, site visits, and reporting requirements.
• Serve as a primary point of contact for the School's general communications (in-person, phone, email), ensuring timely and professional responses.
• Provide administrative support to School faculty and programs, including scheduling meetings, preparing agendas, recording and distributing meeting minutes, and tracking follow-up items.
• Maintain up-to-date and accurate program and departmental records, calendars, contact lists, and files.
• Coordinate logistics and provide support for School meetings, student events, recruitment activities, and special projects, which may occasionally require adjusted hours.
• Manage office operations for the School, including supply ordering, inventory, space utilization, and equipment maintenance.
• Act as liaison between the School of Behavioral Sciences and other university offices (e.g., Finance, IT,
• Facilities, Marketing and Communications) to support effective operations.
• Reconcile departmental expenses and assist with purchase orders and receipts.
• Provide administrative assistance during accreditation cycles, including preparation of documents and scheduling of site visits.
• Support special projects and other duties as assigned.

Requirements Core Values & Personal Attributes:

• Core values - models leadership values of integrity, honesty, humility, transparency, respectfulness, diversity, caring, loyalty and accountability in all work.
• Intellectual dynamism - demonstrates mental sharpness, capability and agility.
• Self-knowledge - gains insight from successes and mistakes.
• Personal learning - seeks feedback and counsel to improve managerial behavior.
• Peer relationships - encourages collaboration and cooperation across the organization.
• Teamwork - performs most effectively as a hard-working member of a team.
• Constituency focus - completes work to meet constituencies' expectations and requirements.
• Community focus - brings a spirit of enthusiasm and energy to the campus and town.

Desired Attributes & Qualification:Education and Professional Experience:

• Bachelor's degree, required
• Project management experience, preferred
• Experience working with federal grants, preferred

Necessary Knowledge, Skills, and Abilities:

• Must demonstrate analytical and strategic thinking abilities.
• Outstanding oral and written communication skills.
• Strong interpersonal skills and the ability to collaborate with faculty, staff, students, and external stakeholders.
• Proficiency in Microsoft Office and basic data tracking/spreadsheet management.
• Ability to handle sensitive information with confidentiality and discretion.
• Ability to relate to diverse cross-sections of individuals.
• Ability to work independently and with a team.
• Demonstrated ability to manage multiple tasks, maintain organized records, and communicate effectively.
• Ability to travel as needed or required, work evenings and / or weekends as needed.

Position Funding: The Health Resources and Services Administration (HRSA), Department of Health and Human Services (HHS) provided financial support for this Behavioral Health Workforce Education and Training Program grant. The award provided 100% of total costs and totaled $563,428. The contents are those of the author. They may not reflect the policies of HRSA, HHS, or the U.S. Government. Tools & Equipment Used: Knowledge of operation and use of various office equipment including, but not limited to personal computer, including spreadsheet and word processing software, integrated database software, fax machine, copier, telephone, scanner, and printers. Employee in this position must have a valid Ohio driver's license. Physical Demands: While performing the duties of this job, the employee is frequently required to use arms, hands and fingers to operate and manipulate equipment generally found in an office setting. The employee may be frequently required to be mobile, communicate, and hear. The employee may occasionally be subject to a variety of outdoor environmental conditions including heat, cold, and precipitation. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move more than 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Mental demands include varied degrees of occasional stress while performing job duties. Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee frequently works in an office setting, and educational facilities including sports and entertainment venues, all of which may be indoor or outdoor. The noise level in the work environment will range from moderately quiet to occasionally loud.