POSITION IDENTIFICATION
TITLE Grants and Executive Administrative Coordinator - West Plains
CLASSIFICATION NUMBER 3477
GRADE 17
CLASSIFICATION Nonexempt
IMMEDIATE SUPERVISOR: Chancellor
GENERAL FUNCTION
The Grants and Executive Administrative Coordinator – West Plains relieves the Chancellor of operational and administrative details and performs diverse, highly responsible, complex administrative assistant and office management functions in direct support of the Chancellor. The position requires recurring contact with senior administrators and executives, as well as public and private officials; a thorough knowledge of University policies, procedures, and operations; and an understanding of the University’s role within the community.
The Grants and Executive Administrative Coordinator – West Plains supports the University’s objectives by researching local, state, and federal grant opportunities that align with University priorities and by coordinating, drafting, and assisting with the development and submission of grant applications subject to executive review and approval.
The position exercises initiative and independent judgment within established policies and guidelines in coordinating daily office operations, activities, and projects and in the appropriate dissemination of information to faculty, students, staff, and external stakeholders. The Grants and Executive Administrative Coordinator – West Plains coordinates activities and processes on behalf of the Chancellor and ensures effective communication with internal and external constituents.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education/Experience: A bachelor’s degree and five years of progressively responsible administrative support or secretarial experience, or an equivalent combination of education and experience, is required. Experience with grant research, grant writing support, or sponsored projects coordination is required. Experience maintaining, monitoring, and reconciling financial records and accounts is preferred.
Skills: Excellent verbal and written communication skills are required. Excellent interpersonal, organizational, and time‑management skills are required. The ability to analyze information, exercise sound judgment, manage competing priorities, and maintain confidentiality is required. The ability to assist with budget development, maintain cost center financial records and accounts, and prepare financial summaries and reports is required. Proficiency with word processing, spreadsheet, and presentation applications is required. The ability to learn and use database systems, enterprise resource planning systems, and web‑based applications is required. The ability to operate office equipment, maintain filing systems, and perform basic mathematical calculations is required.
Effort: Administrative support positions are primarily sedentary and require frequent keyboarding.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Relieves the Chancellor of operational and administrative details by supporting the planning and coordination of the implementation of policies and decisions, attending meetings as assigned, coordinating responses to unit‑wide reporting requirements, and performing or coordinating administrative and office management functions as directed.2. Supports the University’s objectives by researching local, state, and federal grant opportunities that align with University priorities and by coordinating, drafting, and assisting with the development and submission of grant applications, proposals, and related materials under the direction of the Chancellor.
3. Receives and greets University employees, students, visitors, and external stakeholders; directs individuals to appropriate offices or personnel; and provides accurate and authoritative information for routine inquiries.
4. Serves as a liaison between the Chancellor and internal stakeholders by communicating and interpreting approved policy, planning decisions, and related information affecting administrative units within guidance provided by the Chancellor.
5. Exchanges information on behalf of the Chancellor with peers, senior administrators, and their administrative staff by relaying information accurately and ensuring information is communicated in a timely and appropriate manner.
6. Handles sensitive and confidential matters by gathering relevant information, determining appropriate next steps or referrals, verifying resolution when appropriate, and keeping the Chancellor informed as needed.
7. Ensures confidentiality of office administration by exercising discretion in communicating information and maintaining administrative records, files, personnel actions, and other confidential materials.
8. Maintains the appointment calendar for the Chancellor by prioritizing requests, scheduling meetings, and ensuring effective use of the executive’s time, including necessary preparation and travel considerations.
9. Supports programs, projects, and initiatives by coordinating schedules, documentation, logistics, communications, and reporting requirements; coordinates activities on behalf of the Chancellor but does not independently administer programs or make institutional decisions.
10. Develops and manages the office’s operational accounts by coordinating purchases, maintaining financial records, reconciling transactions, preparing summaries and reports, and assisting with budget monitoring as directed.
11. Coordinates the flow of incoming and outgoing correspondence, information, and documents by screening materials, routing items appropriately, and maintaining organized records and tracking systems.
12. Proofreads and reviews outgoing correspondence, forms, and documents to ensure accuracy, completeness, and compliance with established standards prior to distribution.
13. Provides information and data for internal and external reports by researching records, retrieving electronic data, compiling information, and organizing content into clear and usable formats.
14. Prepares routine to complex correspondence, reports, forms, and related documents using computer applications; verifies accuracy and completeness; and submits materials for review or approval as required.
15. Supports meetings and events by coordinating logistics, reserving space and equipment, preparing agendas and materials, notifying participants, and assisting during events as needed.
16. Coordinates official travel for the Chancellor and others by preparing travel arrangements, documentation, and associated expense materials in accordance with University policies.
17. Maintains complex electronic and paper filing systems by organizing records, creating and maintaining files, purging or archiving materials in accordance with retention requirements, and retrieving information as needed.
18. Performs office management responsibilities by coordinating office supplies and equipment, maintaining inventories, and arranging for equipment maintenance or repairs.
19. Provides functional guidance and training to clerical staff and student workers by explaining procedures, assigning tasks, and monitoring work progress as directed; does not independently hire, discipline, or evaluate employees.
20. Maintains professional knowledge and skills through self‑directed learning, professional contacts, and participation in training or professional development opportunities as approved.
21. Contributes to the overall success of the administrative unit by performing other essential duties and responsibilities as assigned by the Chancellor.
SUPERVISION
The Grants and Executive Administrative Coordinator – West Plains may provide task‑level guidance to clerical staff or student workers as directed.
OFFICE OF HUMAN RESOURCES
APRIL 2026
