Administrative Assistant - Federal TRIO Programs
Job Title: Administrative Assistant – Federal TRIO Programs
Classification: C5
Department: TRIO
Updated: December 2024
Job Summary
This position acts as a general assistant to the Associate Vice President (AVP) for TRIO, performing non-routine office functions which substantially contribute to the objectives of TRIO. This position acts as a general assistant to the Assistant Associate Vice President (AVP) for TRIO, performing non-routine office functions which substantially contribute to the objectives of the unit.
Essential Functions:
- Directly support the Associate Vice President (AVP) for TRIO in carrying out the office/unit operation responsibilities.
- Responsible for specific projects/programs whether self-initiated or initiated by the AVP which may involve planning and coordinating work, analyzing data, preparing reports, making recommendations and other duties associated with the successful completion of a project/program.
- Support Federal TRIO Programs as needed per the AVP.
- Perform administrative work of a confidential nature for the AVP.
- Responsible for calendar management for AVP as requested.
- Responsible for the coordination of regular reports and manuals to leadership Enrollment Development and Educational Outreach with regards to recruitment and retention activities to evaluate existing events, procedures, and work methods.
- Responsible for the monthly program auditing of student files and budgets according to TRIO and Department of Education legislation and regulations.
- Prepare standard and requested reports requiring tabulation, compilation, manipulation of data and narrative explanation by using Microsoft Excel and other software programs.
- Develop, prepare, and/or compose responses to correspondence requiring research, judgment, and discretion; routinely write, edits, and submits materials for internal/external communication.
- Maintain and analyze set of complex budgetary records by performing bookkeeping related duties such as reconciling, monitoring, making, and tracking expenditures, preparing budget statements regarding the status of accounts, making recommendations as to projected budgets.
- Maintain and reconcile monthly purchasing cards, invoice, and statements. Additionally, work closely with Business and Finance representatives.
- Manage coordination and administration of various events, including special events and functions.
- Act with a high degree of independence as a liaison with inside and outside contacts and in preparing meeting materials, minutes, programs, updates, recruiting and other support functions related to work areas.
- Attend SEMP: First Generation Learners and First Gen Forward subcommittee meetings and produce meeting minutes for distribution.
- Attend and prepare meeting agendas for all meetings for the AVP.
- Coordinate employment search processes and facilitate new employee on-boarding process.
- Assist with TRIO wide arrangements for programs conducted both on and off campus.
- Work closely with University Marketing and various academic departments on the revision and creation of academic/informational brochures used for recruitment and outreach purposes.
- Initiate, revise, and create various TRIO forms and letters.
- Supervise student employees.
- Other related duties as assigned.
Non-Essential Functions:
Not Applicable.
Required Qualifications:
- High school graduate or equivalent.
- Minimum of five years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Experience with various computer software applications such as Microsoft Office and/or equivalent.
- Data entry experience.
- Typing and spelling competency with grammar and proofreading skills.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully coordinate large projects.
- Demonstrated experience to successfully handle multiple demands efficiently.
- Demonstrated experience in a supervisory role or equivalent.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to handle complex budget records and assist with financial concerns.
- Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
- Ability to work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Ability to maintain positive intercultural and interpersonal relationships.
Preferred Qualifications:
- Bachelor’s degree.
- Supervisory experience.
- Knowledge of TRIO or other higher education academic programs and support services and effective practices supporting student recruitment, retention, and development.
- Experience using design software (such as Canva or Photoshop) to create outreach materials.
- Experience in creating and producing Excel documents.
- Accounting, bookkeeping, or similar skills.
- Preference will be given to applicants who have succeeded in overcoming barriers similar to those confronting the project's target population.
Supervision Received:
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility
Supervision Exercised:
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.
Physical Demands:
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.