Administrative & Program Assistant

Job Title: Administrative & Program Assistant

Employer: Chico State Enterprises

Location: CSU Chico;
Student Services Center 470

Pay Range: $24.00/hr - $27.00/hr

Position Type: Full-Time / Benefited / Hourly / Non-Exempt

Department: TRIO Educational Talent Search (ETS)

General

Purpose:

This is a five-year federal TRIO grant position, currently in the fifth year of the grant cycle. The program identifies, recruits, and provides services to 1,325 low‑income, first‑generation, college‑bound students at 24 junior and senior high schools in the CSU Chico service area. ETS has been funded at CSU Chico since 1990.

Essential Job Functions:

• Plan and organize administrative and clerical work requiring knowledge of ETS goals and objectives, federal and campus policies, procedures and precedents.
• Assist the director with managing, reconciling, balancing, and tracking budgets to ensure timely expenditure of funds.
• Perform fiscal operations, including recording payroll, accounts payable and receivable, and purchase orders.
• Prepare and analyze quarterly and annual fiscal reports for the director.
• Maintain confidential files and information.
• Oversee the accuracy and maintenance of the program student database.
• Support the student application process, including screening applications for completeness and requesting additional documentation as needed.
• Support the director in collecting data for U.S. Department of Education Annual Report.
• Coordinate clerical support for professional staff.
• Process timesheets and procurement card statements.
• Proofread for proper format, accuracy, completeness, and routing of all copies.
• Receive and screen mail.
• Arrange meetings, workshops, and conferences.
• Attend staff meetings, take minutes, and follow up on action items.
• Prepare correspondence and other documents from rough draft to final form utilizing MS Office, Google Suites, Canva, and the BLUMEN database.
• Review hiring timelines for staff and job announcements.
• Schedule interviews, coordinate the fingerprinting process, and obtain driving forms.
• Initiate forms for personnel transactions.
• Provide ETS orientation to new and continuing staff.
• Establish and maintain email correspondence, computer accounts, and campus directory information.
• Serve as a lead for travel advances, processing travel requests and clearing travel.
• Requisition materials and supplies.
• Hire, train, and supervise student assistants.
• Coordinate with the webmaster to ensure accurate and timely updates of ETS website.
• Provide support to ETS alumni who visit the ETS office.
• Occasional evening, early morning, and weekend work required.
• Perform other related duties as needed to meet ETS program objectives.

Employment Standards (Qualifications):

• Bachelor’s degree in a related field.
• Two years of progressively responsible administrative work experience demonstrating the ability to perform the required duties, including lead or supervisory responsibilities, and a working knowledge of budget policies and procedures.
• Strong attention to detail.
• Thorough knowledge of general office policies and procedures.
• Strong verbal and written communication skills, including thorough knowledge of English grammar, punctuation, and spelling.
• Ability to plan for and manage multiple projects/tasks and adhere to deadlines; set work priorities amid frequent interruptions.
• Ability to independently apply a wide variety of policies and procedures where specific guidelines may not exist.
• Ability to draft and compose correspondence and standard‑to‑complex reports.
• Ability to handle a broad range of interpersonal contacts and effectively supervise student staff.
• Ability to schedule workshops and meetings.
• Excellent judgment, initiative, and independence regarding office protocol in performing all duties.
• Ability to form and maintain cooperative working relationships with a diverse population and function cooperatively and productively as a member of a unit.
• Thorough knowledge of Microsoft Office programs, particularly Excel.
• Working knowledge of basic desktop publishing or the BLUMEN database is preferred.
• Previous experience working in a Federal TRIO Program or similar initiatives is preferred.
• Must be highly motivated, flexible and…