SUMMARY:

Perform necessary secretarial functions to ensure the smooth operation of Student Support Services and Upward Bound Programs; relieve the Project Director along with SSSP/UB personnel of clerical work and minor administrative details.  Perform various duties involving the application process, maintain related student records, mail program admissions materials, provide office support, serve as the initial contact for prospective students, and evaluate and prioritize daily job responsibilities.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. This list is meant to be representative, not exhaustive.  Incumbents may not perform all the duties listed while, in other cases, related duties may also be assigned. Reasonable accommodations may be made to enable individuals with disabilities the ability to perform the essential functions.

• Assist in providing personnel and office services by preparing and monitoring program transactions according to established federal and institutional guidelines. Transactions will include personnel leave accruals, evaluations, and travel.
• Assist Project Director in preparation of financial transactions and reports as required by the U.S. Department of Education.  Maintain current fiscal account balances by printing monthly institutional budget summaries.
• Perform inform statements and generate computerized forms and reports.
• Publicize program and provide specialized information about the programs and services to qualified applicants of SSSP/UB
• Assist in preparing detailed tabulations of geographic, economic, psychological, and social statistical data related to the evaluation of need of the Upward Bound Program.
• Compile office files developing a comprehensive filing system.
• Sort, index, and file correspondence, course plans, course outlines, and student files.
• Answer and place telephone calls for superiors.
• Distribute incoming mail to proper persons.
• Secure and give out routine information, not requiring interpretation.
• Supervise, train, and daily coordinate activities for work-study students.
• Collaborate with the Director and Coordinator to plan, organize, and implement summer/academic year institutes. Weekends, evenings, and overnight travel required.
• Assist the Director and Coordinator in planning, organizing, and implementing summer/academic year institutes.  Weekends, evenings, and overnight travel required. 
• Engage in programs of professional development.
• Promote the welfare of the institution and Student Support Services/Upward Bound.
• Arrange travel for Director and staff; complete travel authorizations, reimbursements, and other necessary documentation.
• Consult with staff to plan and participate in field trips, events, banquets, and arrangements of tutoring activities on weekends and on an evening basis.
• Assist with preparation and submission of Annual Performance Report and grant applications.
• Serve on college committees as directed by the supervisor.
• Possess computer/technology competencies as appropriate to the position.
• Assist with equipment and software maintenance.
• Maintain security of personal computer access.
• Perform other professional or job-related duties as assigned.

MINIMUM QUALIFICATIONS: The requirements listed below are representative of the knowledge, skills, and abilities required to satisfactorily perform the essential duties and responsibilities.

Knowledge, Skills, and Abilities:

Ability to communicate effectively through speech and writing.

Ability to identify, communicate, and analyze problems.

Ability to take ownership and utilize constructive feedback.

Must be punctual, professional, and ethically conduct oneself.

Ability to plan and prioritize tasks.

Ability to work respectfully within a team environment.

EDUCATION and/or EXPERIENCE: Any combination of education and experience that demonstrates possession of the requisite knowledge, skill, and abilities.

REQUIREMENTS:

 Education/Skills

Required:  Associate Degree in Secretarial Science, Business Administration, Office Administration, or closely related field.

Preferred: Bilingual; Career Readiness Certificate (CRC)

Experience

Required: Demonstrated proficiency in Microsoft Office Suite: Word, Access, Excel, and PowerPoint.

Preferred:  Experience with low income, minority, and disadvantaged populations. Knowledge of TRiO Programs, EDGAR, and OMB Circular. In-depth knowledge of Colleague concerning student records and program expenditures.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to assist individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit.  The employee frequently is required to use hands to finger, handle, or feel; reach with hands and arms, and talk or hear.  The employee is occasionally required to stand and walk.  The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision and ability to focus.  May require travel.

WORK ENVIRONMENT: The work environment characteristics described here represent those employee encounters while performing this job's essential functions. Reasonable accommodations may be made to assist individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee regularly works in indoor conditions. The noise level in the work environment is usually moderate.  This position description covers the most essential functions and duties associated with this position.  Other duties may be assigned by the President or appropriate supervisor personnel.  The College reserves the right to alter duties, responsibilities, conditions, working hours, and job title as necessary.