Position Summary:This position is responsible for providing day-to-day support of the federal TRIO SSS program, staff, students and the program Director. Under the general supervision of the program Director, the position is responsible for specialized administrative, programmatic and technical support including grant compliance and reports; accurate budget tracking and reconciliation, maintaining program database; general and specialized clerical tasks; coordinating tasks for student employees with the TRIO Academic Coordinator; coordinating and participating in program activities and events; interacting with students, departments, campus community and general public.
Essential Functions and Duties:
Ability to proficiently operate standard office equipment such as computers, printers, scanners, copy machines, multi-line telephone system, etc.
Must be proficient in the use of computer technology to perform job functions and proven ability to use standard word processing, databases, spreadsheets, internet, email, electronic calendars and related computer software packages.
Comprehensive working knowledge of office systems, methods and procedures.
Proficient and accurate typing skills.
Must possess excellent verbal and written communication skills including proofreading, editing, grammar, punctuation and spelling including close attention to detail.
Ability to draft and compose professional correspondence, documents, reports, etc.
Ability to coordinate and schedule meetings using technology and available resources.
Experience maintaining filing systems and procedures with accuracy.
Ability to evaluate data, develop, and maintain accurate records.
Ability to read, explain and interpret policies and procedures and respond to routine inquiries.
Exhibit professional and personal qualities for establishing and maintaining relationships and possess customer service skills
Possess strong organizational skills including attention to detail and managing multiple responsibilities, prioritizing and meeting deadlines
Proven ability to work with varied working styles and personalities and work cooperatively within a team environment
Ability to maintain confidentiality
Experience and/or sensitivity working with diverse populations, low-income, first-generation, other non-traditional or underserved student populations
Experience with training, assigning tasks and setting priorities
Typical Functions:
General Administrative and Programmatic Support
Provide day-to-day administrative assistance to the program director and staff through one-on-one support such as creating, typing, editing, proofreading and filing correspondence, preparing workshop materials, forms, student mailings, reports, flyers, handbooks, etc. and all related follow-up
Maintain accurate student and program files to meet Department of Education, grant and auditing requirements
Schedule rooms for meetings, activities, events, etc.
Assist program director and staff in making arrangements for field trips including transportation reservations, preparing materials, purchasing field trip supplies, etc.
Develop and evaluate program forms and promotional materials
Update and maintain the Administrative Support Assistant Manual and/or procedure manual
Maintain up to date knowledge of internal TRIO SSS program procedures and contribute to consistency of those procedures
Other miscellaneous program assignments and duties
Budget Monitoring and Support
Under the direction of the program director, monitor and reconcile all budget transactions and resolve discrepancies with the college fiscal offices, dealing with transactions within the and outside the college including, but not limited to, purchase orders, check requests, travel, etc.
Assist with budget forecasting and projections
Prepare, process, oversee and provide follow-up on purchaseorders, check requests, travel, petty cash, and other expenditures including staff and student assistant expenditures
Responsible for staff time and commitment documentation including completing all appropriate forms
Database and Applications Maintenance
Processes application materials and documents important details in the program database/spreadsheet
Contact students as needed to follow up on missing information or assistance with the application/intake process
Under the direction of the program director maintain and track confidential program participant files
Assist with program data entry and collection for annual performance report, annual program evaluation and advisory committee meetings
Assist with database training, development, improvements and maintain related training materials
Grant Proposal and Annual Performance Report
Provide administrative support to the program director and staff with the grant proposal and annual performance reports by typing, formatting, creating graphs, proofreading and editing
Other Duties
Assist in the creation of banners, monthly calendars, postcards, flyers, recruiting materials and communication to students under the direction of the program director
Perform other job-related duties and special projects as assigned
Education
-Associate degree or three years relevant experience required ; Bachelors degree preferred.
Needed Skills-Strong verbal and written communication required. Strong computer skills required including working knowledge of spreadsheets, database management (Banner), and word processing. Experience working with budgets. Ability to work in busy environment and remain focused. Strong organizational skills, ability to remain positive and provide exceptional customer service.Proven ability to work independently, demonstrate initiative and establish priorities to plan, organize, coordinate and perform day-to-day and long-range responsibilities.
Physical Requirements-Work involves sedentary to light work in an office setting. There is frequent sitting with walking, standing, and stooping occasionally required. There is an occasional need to lift objects (up to 25 pounds) and to perform other similar actions during the course of the workday. Employee accommodations for physical or mental disabilities will be considered on a case-by-case basis.
Standard Work Schedule:
Monday-Friday, 8:00 am-5:00 pm
*Completed applications will include cover letter, resume, three contact references, and unofficial transcripts (official transcripts must be requested upon hire). Employment will require a criminal background check at College expense. Preference is given to Missouri
