Administrative Assistant BLSE

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Job Descriptions

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Bread Loaf School of English

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General Information
Position Title:	Administrative Assistant BLSE
Control Number:	001164
Reports To:	000277
Position Title	Department Name
Office Manager/ Administrative Associate	Bread Loaf School of English
Department Name:	Bread Loaf School of English
Location:	Bread Loaf School of English
Date Prepared:	Jan-99
Exempt:	No

Primary Purpose

Provides secretarial and clerical support to the Bread Loaf School of English.

Responsibilities

Works cooperatively with others and accepts direction from supervisors.

Provides clerical support as needed in the submission of grant proposals and grant reports. Works with the Grants Office to keep track of the status of proposals, and, after approval, to ensure that reporting deadlines are met.
Maintains accurate records of all grant expenditures; oversees budget.
Prepares all vouchers for reimbursements and stipends for grant-connected work. Maintains accurate budget information for each grant by working with the grant accountant; sends monthly reports to Bread Loaf Director.
Creates and maintains a master list of all Bread Loaf students receiving fellowships each year; makes sure fellowship obligations are met and recorded and required reports are collected.
Creates and maintains extensive statistical records for all fellowship recipients.
Helps organize and plan for yearly strategy/planning meetings as required by the grants.
Answers inquiries about the BLSE program by sending the appropriate admissions material and fellowship information.
Inputs each student onto the AS/400 for statistical purposes and assigns them a Language School number for identification.
Maintains internal statistical records.
Assists in the preparation of Actor's Equity contracts and payments for the summer theater program.
Prepares departmental vouchers.
Creates and maintains a list of off-campus housing for students. This involves contacting landlords, entering the descriptions into a listing and sending to the students seeking this information, and keeping track of which listings have been rented.
Assists Bread Loaf personnel as needed on major mailings and general office duties.