Upward Bound Program Assistant

Provide clerical support for the Upward Bound Program. Reports directly to the Director of TRIO Programs.

TRIO Programs are funded under the Title IV of the Higher Education Act, and include Upward Bound, Educational Talent Search, and Student Support Services. These programs provide academic tutoring, personal counseling, mentoring, financial guidance, and other supports necessary for education access and retention.

• Serve as assistant to staff in the Upward Bound program.
• Work with DSCC procurement & purchasing, business office and group travel staff.
• Prepare all reports and documents necessary for the programs.
• Prepare monthly student stipend report in Excel for stipend issue.
• Create, address and mail monthly student birthday cards for Upward Bound.
• Maintain and interpret budget files; reconcile credit card invoices and cash expenditures.
• Prepare travel requests and travel expense claims; interpret and implement DSCC travel and purchasing policies.
• Prepare travel contracts for program travel and determine appropriate spending procedures.
• Plan and arrange travel events for the academic year and summer program, including busing/transportation, hotel and venue reservations; purchasing of tickets for events, arranging meals, and other items as needed.
• Purchase and receive supplies for office, summer program, trips and events.
• Assist in educational and cultural field trips by driving students; act as student chaperone for summer field trip (one week in July). Monthly cultural trips are no more than one per month.
• Record and maintain all invoices and receipts of program activities and purchasing transactions.
• Manage the event notebook of planning for trip or event: agenda, tickets, reservation confirmations, busing/transportation and mapping during trips.
• Maintain the student database and assist staff with inputting data.
• Answer incoming phone calls and direct them to the appropriate personnel.
• Maintain staff and program calendars and schedules.
• Receive and determine disposition of mail for the program.
• Assist visitors and provide any program information they may need.
• Assist the Director in researching data required for the completion of grant proposals for UB.
• Assist staff in gathering data to complete the Department of Education’s Annual Performance reports for UB, and maintain and update the program’s student database for Dept. of Ed annual APR submission.
• Develop program presentation videos and slides.
• Maintain and update social media profile, i.e., Facebook with event announcements, event photos and program activities.
• Perform other duties as assigned.

Sedentary deskwork; occasional travel may be required for college or program activities. Minimal hazard/exposure: standard office settings with minimal environmental controls to assure health and comfort. During cultural events and the summer trip more walking, staying up later, and supervising students will be required. Must be physically able to maintain a faster pace during summer program and summer field trip, which may include walking several miles each day.

• Experience making purchases through the use of purchase orders, etc.
• Ability to communicate effectively and professionally with internal staff, students, venues, vendors, business associates and the general public.
• Excellent planning, organizational, and communication skills; professional phone and email skills.
• Computer skills including Microsoft Office, Outlook, Excel, Word, PowerPoint, Publisher, database entry, and video production software.
• Basic camera skills.

• Minimum of a high school diploma.
• Minimum of three years clerical office experience.
• Experience working with high school students.
• Valid TN driver’s license.

• Associate Degree or Vocational/Technical Diploma with coursework including computer skills, business English and bookkeeping.
• Certified Administrative Professional (CAP) certification.
• Notary Public.
• Two to three years of experience working with students from a low socioeconomic background.
• Experience with DSCC Banner, Jaggaer EProcurement Purchasing,…