Office Assistant, Upward Bound Math​/Science

Department: Trio Upward Bound Math/Science

Reports To: Program Manager, Upward Bound Math & Science

Recruitment Type: External/Internal

Requisition :req
7514

Employment Type: Full-Time Support Staff

Union Position: Non-Union

Work Schedule: Standard College

Hours:

M-F, 8:30am - 5:00 pm

Number of Openings: 1

Provides administrative, clerical, scheduling, and records management support to the Upward Bound Math/Science (UBMS) Program Manager and staff. Supportsrecruitment, student participation, program activities, purchasing, and reporting to help the program deliver college readiness and STEM enrichmentservices to eligible high school students.

• Provides daily administrative and scheduling support to the UBMS Program Manager and staff; organizes office workflows, tracks deadlines, and follows up on pending items.
• Maintains accurate electronic and paper participant files, including applications, eligibility documentation, consent forms, and required College and program records; tracks missing documents for staff follow-up.
• Enters and updates participant, service, attendance, and academic information in Blumen and other approved systems; compiles and checks data to support the Annual Performance Report (APR) and other reports for staff review.
• Assists with purchasing office and program supplies and equipment; prepares requisitions, tracks orders and inventory, and maintains supporting documentation in accordance with College procedures.
• Tracks program expenditures and organizes purchase orders, invoices, receipts, and payment documentation; follows up on missing or corrected documents and compiles information for budget monitoring and preparation.
• Supports recruitment and enrollment by distributing approved materials, maintaining inquiry and application logs, scheduling appointments, and communicating application and document reminders to students and families.
• Collects attendance records and tracks participation and probation milestones; prepares stipend eligibility and payment documentation for staff review and approval.
• Organizes required grant and College documentation; maintains secure files, follows established retention procedures, and prepares records for monitoring visits, audits, and program reviews.
• Serves as an initial point of contact for students, families, school partners, and visitors; answers calls and emails, provides approved program information, and refers questions requiring staff decisions.
• Schedules meetings and appointments, prepares agendas and materials, reserves rooms, arranges technology and refreshments as needed, and records and distributes meeting notes.
• Maintains program calendars and, as assigned, the Program Manager’s calendar; coordinates schedules and sends timely reminders for deadlines, appointments, and activities.
• Coordinates administrative logistics for enrichment services, summer programming, college visits, STEM field trips, and events, including room reservations, transportation requests, participant rosters, permission forms, and vendor arrangements.
• Prepares, formats, and proofreads routine and confidential correspondence, reports, forms, flyers, presentations, and other program materials using approved templates and communication tools.
• Maintains activity registration and communication lists; distributes approved notices and reminders and follows up on required forms and responses.
• Provides clerical support for academic and student services, including organizing materials, scheduling sessions, and routing student and family requests to appropriate UBMS staff.
• Attends and provides administrative support at meetings, school outreach activities, workshops, and program events as assigned.
• Arranges approved travel plans and…