Program Assistant Jobs in Alabama

Position Title

GWCAES Program Assistant I, II, III

Job Summary

The GWCAES Program Assistant provides administrative, programmatic, and operational support for research initiatives, with emphasis on recruitment/outreach programming, applicant coordination, data management, purchasing documentation, and reporting requirements. This position assists with tracking research program participants and activities, preparing program materials, maintaining databases, coordinating travel logistics, and supporting the preparation and submission of research-related reports and presentations. The GWCAES Program Assistant ensures accurate documentation, timely processing of transactions, and effective coordination of research program activities aligned with the experiment station requirements.

Essential Job Duties

- Assist with departmental research programs, particularly those supporting recruitment, outreach, and participant engagement.
- Gather, compile, maintain, and analyze program and research data for applicants, participants, and program outcomes.
- Maintain databases and statistical data for all program applicants and participants, ensuring accuracy and confidentiality.
- Assist with compiling, analyzing, and disseminating research program data to support program evaluation and reporting.
- Prepare and format reports, presentations, and supporting documentation for research program activities and outcomes.
- Assist with the preparation, submission, and tracking of programmatic and research-related reports in alignment with sponsor and university requirements.
- Develop and implement program materials such as brochures, pamphlets, program applications, and website content to support research recruitment and outreach efforts.
- Coordinate the application intake and selection process for research program applicants, including tracking submissions, organizing applicant files, and supporting selection workflows.
- Type and process requisitions, purchase orders, vouchers, check requests, and related purchasing documentation for research program materials and supplies.
- Coordinate reservations and travel arrangements for faculty, staff, students, and external stakeholders related to research program activities.
- Provide general administrative support to ensure timely program implementation, effective communication, and successful coordination of research initiatives.

Qualifications (Education, Experience and Specialized Training)

GWCAES Program Assistant I: (Entry-Level)
- High school diploma or the equivalent (Associates degree preferred)
- 0-3 years of administrative support, clerical, or program support experience.

GWCAES Program Assistant II: (Intermediate-Level)
- Associate degree or equivalent (Bachelor’s preferred)
- 3-5 years of progressive program support or administrative experience (preferably higher education, outreach, or program operations)

GWCAES Program Assistant III: (Senior-Level)
- Bachelor’s degree or equivalent (Master’s preferred)
- 5+ years progressive experience in program coordination, administrative operations, applicant tracking, reporting, or university program support.

Physical Demands

Skills and Attributes

- Knowledge of administrative and program support operations within a university, research, or grant-funded environment.
- Knowledge of program coordination processes, including recruitment/outreach support, applicant tracking, participant management, and recordkeeping.
- Knowledge of procurement and financial documentation processes, including requisitions, purchase orders, vouchers, and check requests.
- Knowledge of confidentiality requirements and proper handling of sensitive applicant, student, and participant information.
- Strong organizational skills with the ability to manage multiple priorities, deadlines, and tasks with attention to detail and accuracy.
- Strong written and verbal communication skills to prepare correspondence, reports, presentations, and program documentation.
- Ability to gather, compile, maintain, and analyze program data for reporting and performance tracking.
- Ability to maintain organized electronic and hard-copy files to ensure compliance and audit readiness.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience working with databases or data tracking systems.
- Ability to develop and format program materials such as brochures, flyers, applications, and basic website content.
- Ability to coordinate travel arrangements, scheduling, and logistical support for meetings, program activities, and outreach events.
- Ability to work effectively both independently and collaboratively with faculty, staff, students, and external stakeholders.

Posting Detail Information

Posting Number S999

Will this position require travel?

yes

Will this position require night, weekend, and after hour work?

yes

Will this position be supported using grants or contract funding?

yes

Number of Vacancies 11

Open Date 04/10/2026

Close Date 07/31/2026

Open Until Filled No

Special Instructions Summary

Each applicant, including all current employees, must complete and submit the following documents:
- Tuskegee University employment application
- Cover Letter
- Resume/CV
- Recommendation letters
- Copies of unofficial transcripts.
- Please note that official transcripts(s) will be required upon hire.