|Office Coordination and Administrative Support (70%) 1. Oversees the daily administrative operations of the front office: greets visitors, screens, prioritizes, and follows-up on phone calls. Distributes incoming/outgoing mail. Provides professional and administrative support to program personnel and students. 2. Manages all business functions: procurement, accounts payable, travel and entertainment reimbursements, submittal of HR paperwork, and coordinates any other purchasing services with the appropriate Campus Shared Services (CSS) unit. Payment follow-up and reconciliation. 3. Organizes staff travel and event logistics, including booking of transportation, student accommodations, classroom and facility scheduling, catering, registration fees and timely payment of vendors. Schedules program activities and ensures delivery of goods/services to events. 4. Maintains inventory of cell phones, computers, keys and other equipment necessary for employment. Assists with student staff: assigning tasks, monitoring project progress and answering questions. Orders consumable office supplies; prepares federal express mailings and send faxes. 5. Prepares, proofreads and/or edits program documents and publications. Designs and updates materials such as college catalogue library, resource materials, brochures, publicity releases, advertising materials, quarterly program e-newsletter, monthly scholarship bulletins, current school site schedules and contact listings. 6. Maintains master calendar of TRIO program activities, staff calendars, and student staff schedules. Orders consumable office supplies. Prepares federal express mailings and send faxes. 7. Interprets university administrative policies and procedures for program staff to maintain compliance and improve office efficiency. The OM will serve as liaison with CEP administrative staff and Campus Shared Services (CSS} to ensure that business items are completed correctly and submitted in a timely manner. |
Recordkeeping and Reporting (15%} 1. Maintains hard/soft-copy recordkeeping systems to be used for the control and retention of program correspondence and payments. Complies with 5-year office-of-record filing system for federally-regulated spending. 2. Assists Advisors with data entry of individual, up-to-date school site information into student database. Distributes information to enrolled participants and families regarding services, activities and events. Organizes quantitative enrollment data and activities for federal grant Annual Program Reporting (APR). 3. Direct, deliberate and professional communication with TRIO staff, CEP staff and clientele. Reports on administrative meetings and updates TRIO staff.
Information Technology (10%} 1. Serves as Key Operator of office equipment, replenishes supplies and arranges repairs and replacement of items to ensure efficiency and cost effectiveness. Coordinates office orientation sessions for staff and students on office procedures, office equipment usage, office supplies, and college advising resource materials. 2. Acts as liaison with CSS IT to schedule hardware/software troubleshooting, repairs, installations, upgrades, database and website maintenance and system updates. Schedules training sessions for staff on custom-built program database, computer software applications, campus email and hardware.
Other Responsibilities, As Assigned (5%} 1. Attends training on campus systems, technology and UC policies; gains knowledge of federal grant guidelines. Attends staff meetings, retreats, professional development workshops and trainings. 2. Performs duties Special Projects as assigned by the directors. 3. Serves as Floor Safety Coordinator while TRIO office is located at off-campus office space. Maintains sign-in sheet of visiting clientele to ensure visitors are present after evacuation.1. Demonstrated experience with organizational, task-oriented time management, analytical, problem-solving and general administrative/clerical skills. Solid organizational skills and ability to multi-task to meet demanding timeframes and changing priorities. 2. Must be a self-starter and exhibit initiative to proactively identify areas of need. Ability to prioritize work. 3. Strong technology and PC computing skills with demonstrated intermediate or advanced level expertise in Microsoft Office Suite (Word, Excel, PowerPoint, Visio, Project) 4. Excellent oral and written communication skills - demonstrated professional business writing and editing a must -- consistently provide attention to detail and accuracy. 5. Customer service orientation. Ability to develop collaborative professional working relationships with diverse populations, including staff, students, parents, and the university community. 6. Ability to work evenings and weekends, sometimes with short notice as assigned by the Director, to attend various year-round events and activities. Participate in overnight activities as assigned.