Part-Time Administrative and Fiscal Assistant 26-033

The Part-Time Administrative and Fiscal Assistant provides administrative, fiscal, procurement, and program support to the Program Coordinator and the Minus 9 to 5 team. This position assists with grant-related administrative activities, financial tracking, procurement processes, record maintenance, communications, and office support functions for Ready Region Southeastern, Virginia Quality Birth-5 (VQB5), Mixed Delivery Grant (MDG), and other early childhood initiatives.

Administrative Support

• Provide general administrative support to the Program Coordinator and program staff.
• Schedule meetings, maintain calendars, prepare agendas, and distribute meeting materials.
• Draft, format, and distribute correspondence, reports, presentations, and communication materials.
• Maintain electronic and paper filing systems in accordance with organizational requirements.

Fiscal and Grant Support

• Assist with maintaining grant expenditure tracking spreadsheets.
• Enter financial data and assist with reconciliation of expenditures.
• Monitor grant spending documentation and organize supporting records.
• Assist with preparation of financial reports and budget tracking documents.
• Maintain files related to grants, contracts, purchase orders, and invoices.
• Track gift card and stipend documentation and assist with record maintenance.

Procurement and Invoice Processing

• Prepare and submit requisitions and purchasing documentation.
• Track purchase orders, deliveries, invoices, and payment status.
• Follow up with vendors and internal departments regarding outstanding invoices or procurement requests.
• Assist with maintaining procurement records in compliance with organizational and grant requirements.

Human Resources and Personnel Support

• Assist with preparation and routing of hiring, onboarding, and personnel documents.
• Maintain personnel-related files and records as assigned.
• Coordinate collection and submission of required paperwork.

Data Management and Reporting

• Update and maintain program databases and spreadsheets.
• Perform data entry and quality assurance reviews.
• Assist with compiling information for monthly, quarterly, and annual reports.
• Generate routine tracking reports for staff and leadership.

Travel and Event Support

• Assist with travel arrangements, mileage documentation, and reimbursement submissions.
• Support meeting logistics, training events, and community activities.
• Prepare materials and supplies for trainings and meetings.

Other Duties

• Monitor office supply inventory and submit requests for replenishment.
• Provide reception and customer service support as needed.
• Perform other duties as assigned to support program and departmental operations.

Education and/or training:

• High School Diploma or GED required.
• Associate degree in Business Administration, Accounting, Office Administration, or related field preferred.
• Minimum one (1) year of administrative support experience required.
Experience with spreadsheets, financial recordkeeping, procurement, or grant administration preferred.

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  Experience, Knowledge, Skills, and Abilities:

• Proficiency in Microsoft Office Suite, especially Excel, Word, Outlook, and Teams.
• Ability to maintain accurate records and spreadsheets.
• Strong organizational and time-management skills.
• Ability to work independently and manage multiple priorities.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to learn organizational financial and procurement systems.
• Excellent customer service and interpersonal skills.

This position is being filled through the Research Foundation, which is a separate entity from Old Dominion University (ODU). While we work in support of ODU, the Research Foundation operates independently and is a not-for-profit, tax-exempt 501(c)(3) organization.

To apply: click Job Browsing; and follow the link for position #26-033. Review of applications will begin immediately and will continue until the position is filled

The organization is an equal opportunity and affirmative action employer (AA/EOE/M/F/Disability/VETS/Drug-Free Workplace). We are committed to providing equal employment opportunity to all individuals in accordance with applicable federal, state, and local laws. Employment decisions — including recruitment, hiring, training, compensation, and promotion — are made without regard to race, color, religion, sex, national origin, physical or mental disability, genetic information, age, protected veteran status, or any other protected characteristic. Affirmative action efforts are conducted consistent with applicable laws to promote equal opportunity in employment and advancement.

As part of our commitment to pay transparency and compliance with applicable laws, the Research Foundation includes a good-faith salary range in all job postings. These ranges represent the expected hiring range for the position, not the full compensation band.

Final salary offers may vary depending on factors such as experience, qualifications, skills, internal equity, and budget availability.

Expected range $22 to $28 dollars an hour.