Human Resources

Title: TRIO Assistant (McNair Scholars, Upward Bound, Upward Bound Math/Science
Classification: C4
Department: TRIO/McNairs Scholars, Upward Bound, Upward Bound Math/Science

Job Summary:

Provides support to the administrative staff in the TRIO Office (McNair, Upward Bound, Upward Bound Math/Science) for the planning, coordination and implementation of projects, events and services, publications and systems. Coordinates the scheduling, staffing and delivery of services for each component of the programs.

Primary Duties & Global Responsibilities:

(Must be able to perform these duties; usually consist of more than 5% of your job.)

Responsible for the daily office activities that are required to manage the TRIO grants UB/UBMS/McNair/Bridge Program.

Monitor daily workflow of the TRIO office Programs and assign the workload of the two secretaries. Assist the director with individual projects and reports and provide support to the associate directors as needed.

Lead COT and supervise the creating, maintaining and updating of files and records ~ paper and/or computerized.

Compile and format statistical data required for the grants and various reports.

Disseminates information as may be required as well as acts with high degree of independence as liaison with inside and outside contacts and in preparing meeting materials, minutes, programs, updates, recruiting, and other support functions related to work area.

Maintains and analyzes set of complex federal budgetary records by performing bookkeeping related duties such as reconciling, monitoring, making and tracking expenditures, preparing budget statements regarding the status of accounts, making and tracking expenditures, preparing budget statements regarding the status of accounts, making recommendations as to projected budgets and alerting Director to areas of concern.

Generates reports, memorandums, correspondence, presentation materials, spreadsheets and graphics and works in conjunction with the associate director on the research journals.

Creates and supervises the maintenance of database.

Performs and supervises the scheduling of tasks and support services associated with preparing and making arrangements for major meetings, conferences, exhibits, travel, or other related duties for both internal and external contacts which may include senators and state representative`s.

Lead COT and supervise those responsible for ordering office supplies, process travel vouchers, requisitions, IDC`s, I-9`s and various university forms.

Supervise student employees and act as Lead person for other COT staff in the office.

Process student employee time cards, maintain budget, post student employee job openings, process paperwork.

Responsible for scheduling appointments which may include the Director`s calendar.

Coordinate employment search processes.

Conducts on a recurring basis self-initiated or unit head initiated projects and prepares reports.

Coordination of the activities which are associated with the Summer Program.

Develop and monitor system used to coordinate and maintain departmental resources.

Assist the Director in carrying out the office operation responsibilities.

Provide administrative support regarding all aspects of planning and implementation of the TRIO programs in this area.

Assist with the research, proofing, organizing and clerical support in the writing of grants in this department.

Assist with the collection of data, prepares standard and requested reports requiring tabulation, compilation, manipulation of data and narrative explanation regarding all the grants.

Oversee and monitor all expenditures for the McNair Scholars Program mentor and mentored research budget.

Provide complex and complete information to parents, students, schools, communities and agencies.

Prepare, monitor and reconcile the Food and Nutrition yearly grant.

Performs administrative work of a confidential nature for the Director.

Prepares correspondence, contracts and appointment letters, and completes all follow-up.

Minimum Required Qualifications

High school graduate.

Minimum of four years of work experience. Related college course work may be considered in lieu of some of the experience requirement.

Demonstrated experience to successfully work under pressure and meet deadlines.

Demonstrated experience to successfully maintain positive interpersonal relationships.

Demonstrated experience to successfully operate office equipment.

Demonstrated experience to successfully provide quality customer service.

Demonstrated experience to successfully maintain satisfactory work performance and attendance records.

Possess strong verbal and written communication skills.

Demonstrated experience to successfully handle multiple demands efficiently.

Demonstrated experience in a supervisory capacity.

Grammar and spelling competency.

Demonstrated experience to successfully use various computer software applications.

Demonstrated successful experience in meeting the needs and requests of diverse offices, constituency groups and individuals.

Ability to interact in a confidential manner with internal and external constituents.

Ability to handle complex financial arrangements with individuals both internal and external to the organization.

Must be willing to work some evenings and weekends, and be on call to report to work as needed.

Must be able to travel in state as well as out-state.

Must have excellent understanding of mainframe integrated software.

Must have own transportation.

Demonstrated experience in the setup, maintenance, and monitoring of multiple budgets.

Desired Qualifications:

Higher education work experience.

Experience with mainframe applications.

(Preferred in addition to required qualifications.)
(Short summary of job duties - 1 to 2 sentences)

Revised Date: February 2005 For questions regarding employment, email Human Resources Employment Information. TDD Callers: Call Michigan Relay Center 1-800-649-3777.