Position Overview: This position is a 75% time (30 hours per week) grant-funded position in the TRIO Upward Bound (UB) program. TRIO Upward Bound (UB) is a federal program designed to provide college preparation assistance and information to a diverse group of high school students from low-income and post-secondary first-generation backgrounds. The office manager position reports to the TRIO UB Director and is contingent upon the availability of funds and acceptability of performance. This position is responsible for the overall operations management of the TRIO Upward Bound Office including providing support to the TRIO UB Director. This position requires flexible scheduling (hours arranged) and may include some evening, overnight and weekend hours. Demonstrate ability to network, maintain confidentiality, and create a welcoming and inclusive atmosphere in an education environment with an extensive and diverse constituents, student, staff, and faculty population.
Project Development and Coordination 45%:
Development, organization, management and execution of specific program projects/initiatives.
Scholarship Program; Update and maintain information and process; distribute scholarship and compliance requirements; solicits, collects and assesses documentation to ensures eligibility; communicates with and prepares reports for development office; manages and tracks data and student information annually ; plans and executes the annual Dream Scholarship Dinner and Ceremony.
Summer and Academic Year Food Programs: Prepare and complete grant application for submission; assess the snack needs of UB; ability to travel to local vendor to make food purchases; store and track the foods purchased; develop and maintain a system to record and report participation in the food programs, complete and file reimbursement reports, confirm reimbursement with FSO office;
Develop content and maintain the UB web site: Define content and convey needs to ensure that the site is updated and accurate;
Quality control and management of program archive system, both online and hard copy: Define archive contents and ensure that the integrity of information submission is accurate and timely;
Develop and maintain UB database(s): Using Blumen, maintain the database; monitor to ensure that information is entered timely and accurately and provide reports to the director; develop regular reports annually
Prepare reports as necessary—USED Annual Performance Report, TRIO Research & Evaluation Reports; etc.; Develop and draft reports based on information collected and maintained in the database.
Publications Development: Define publication needs and develop/write material to meet that need using publication software;
Program Editor: proof read official documents to ensure accuracy of information and consistent tone and language; Provide comments and edits for approval by the director.
Organize and manage the development of client mailings--student progress reports, orientations, program status notification, etc.: Develop, organize and manage a system to identify and place client mailing into files.
Office Manager 25%:
Daily coordination of tools, resources and support for the overall operation of the program.
Organize and maintain UB office space, storage areas and all equipment, including computers; Assess the supply needs of the office; purchase supplies; assess the needs of IT equipment and submit requests for service to ensure adequate maintenance.
Assist and support core staff in annual projects development and execution
Recruit, hire, train and supervise 2-4 college student clerical workers to support the operations management of the office, including projects development and coordination; Assess the operations management staffing needs of UB, develop job descriptions, submit the positions, interview and select candidates for hire; develop staff training and provide on-going supervision, including performance evaluation.
Process mass mailings to program participants
Organize and maintain personnel files.
Assistant to the Director 15%:
Draft memorandums and reports for the director.
Assist with the quality control, processing and management of business and human resource documents: Review financial documents for director signature; develop and maintain documents filing system;
Meet with director and provide regular updates and reports regarding status of program Initiatives: Develop and maintain the UB projects management system; monitor and report staff timely use of the system
Develop agenda and take minutes at staff meetings;
Gather and compile data for reports, grants, publications, etc.
Participate in program initiatives—orientations, education workshops, etc.
Serve as back-up driver and chaperone for events;
Other duties as assigned
High School Diploma/GED and four years of related office experience or training/education may be substituted for some of the years of experience.
Experience working with TRIO/Upward Bound-like populations in an educational setting, including low-income and post-secondary first-generation high school students.
Ability to create and maintain relationships with students/families. Position requires maintaining alumni relations.
Demonstrate ability to network, maintain confidentiality, and create a welcoming and inclusive environment in an education environment with an extensive and diverse student, staff, and faculty population.
Assist in the development of accessible informational materials used for a variety of needs.
Work within a team of colleagues who represent a diversity of work and conflict resolutions styles.
Strong database (Blumen Software) and computer skills (Microsoft Office Suite).
Must have a valid driver’s license with a clean driving record.
Bachelor’s degree in education, human services, youth development, psychology, sociology, or related field.
Newsletter publication experience to create accessibility and understanding of the nationwide higher education equity initiative.
Strong communication skills; written and verbal.
Excellent interpersonal skills and ability to communicate effectively with diverse student, staff, colleagues, professionals, and faculty across disciplines.
Knowledge of University business procedures/policies, including Human Resources and financial systems.
Blumen database, web design and maintenance experience.
Large event planning experience.
Ability to work collaboratively in a fast paced environment.
Ability to work independently and have strong critical thinking skills while in a fast paced environment.
Ability to speak a foreign language – Spanish, Hmong, Somali, Ahmaric, Oromo.
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.