Office Assistant, Upward Bound

Office Assistant, Upward Bound

Department: Upward Bound (Trio)

Location: Metropolitan Campus

Reports to: Program Manager, Upward Bound (Trio)

Recruitment Type: External/Internal

Requisition : req
6595

Employment Type: Full-Time Support Staff

Union Position: Non-Union

Work Schedule: M-F 8:30am-5:00pm

Number of Openings: 1

Provides a full range of secretarial and scheduling support to both the supervisor and department.

• Provides a full range of secretarial and scheduling support
• Establishes and maintains computerized records and student folders of all participants served by the Program
• Maintains accurate and up‑to‑date records of program participants, academic progress, and related APR data
• Assists in procuring office and program supplies and equipment
• Assists in monitoring expenditures and compiling information for budget preparation
• Prepares all program correspondence, handles details, and makes arrangements for all program activities
• Monitors student attendance and tracks student participation in preparation for stipend distribution
• Maintains federal‑mandated paperwork for the department, as well as required college documents
• Answers phones and screens incoming calls and mail; responds independently to inquiries, drafts responses for leadership review, or refers as appropriate
• Coordinates and arranges scheduled meetings, makes appointments, prepares agendas, reserves, and prepares facilities
• May manage supervisor’s calendar and schedule his/her appointments
• Arranges programs, events, or conferences at other venues by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budgets
• Composes and prepares both routine and confidential correspondence, letters, memos, forms, reports, and other documents
• May prepare records, agendas, notices, and minutes
• Provides clerical support to the Upward Bound Math/Science staff
• Attends meetings, conferences, and school events, as needed
• Arranges travel plans and itineraries and compiles documents for travel‑related activities
• May provide functional supervision to work‑study students, and student assistants as needed
• Performs other duties as assigned

Education and Experience / Training

• Associate’s Degree and/or a minimum of two years of experience in an administrative role with scheduling responsibilities in a fast‑paced, multi‑client environment
• Demonstrated experience making sound decisions that affect a work unit or team
• Demonstrated experience in a role requiring diverse problem‑solving methods in a variety of situations

• Possesses strong organizational and time‑management skills
• Possesses excellent written, verbal, and interpersonal communication skills
• Ability to foster a team environment and work collaboratively
• Ability to research effectively
• Works accurately with great attention to detail
• Excellent customer service skills and proven ability to develop and sustain productive customer relationships
• Ability to effectively accept direction from multiple levels of the College in various departments
• Possesses working knowledge of administrative and scheduling concepts, practices, and procedures with the ability to apply them to varied situations
• Demonstrated proficiency with Microsoft Outlook, Word, Excel, and Power Point
• Demonstrated basic proficiency in Banner, Blumen, or equivalent programs
• Demonstrated basic proficiency with virtual platforms (Zoom, Webex, Teams, etc.)
• Demonstrated basic proficiency using various virtual platforms (Canva, BOT forms, etc.)
• Ability to confidentially and discreetly handle subject matters requiring privacy and sensitivity
• Ability to collaborate on significant projects
• Sensitivity to appropriately respond to the needs of students and the community

Critical Competencies

• Customer Service
• Communication
• Quality of Work

Very Important Competencies

• Collaboration / Inclusion
• Flexibility / Adaptability
• Time Utilization / Organization

Important Competencies

• Servant Leadership
• Results Focus
• Continuous Improvement / Innovation

• The work is performed in a normal, professional office environment;
• The work…