Administrative Assistant Upward Bound

TITLE: Administrative Assistant - Upward Bound |
DEPARTMENT: Upward Bound |
REPORTS TO: Director of Upward Bound |
EFFECTIVE DATE: TBD |
EMPLOYMENT STATUS: Full-time |
EMPLOYMENT CLASSIFICATION: Non‑exempt

Under the direction of the Director provides administrative and clerical support to the Upward Bound program. Maintains and ensures compliance with the Federal Government, Department of Education, and Kentucky State University’s rules and regulations.

• Provides a variety of office support and secretarial duties.
• Excellent interpersonal, organizational, and record‑keeping skills.
• Uses computer software such Microsoft Word and/or Excel.
• Creates documents such as attendance records, travel, purchasing, student files, and other correspondence.

• Performs typing assignments.
• Interacts with KSU students, UB high school students, employees, and vendors.
• Maintains front office operations, telephone calls, emails, and mail.
• Creates and distributes correspondence, reports, and other documents.
• Creates and maintains frequent publications such as flyers, brochures, newsletters, and other documents.
• Maintains files and records.
• Processes purchasing paperwork, travel, personnel, and check requests for students, guests, or speakers.
• Performs other duties as assigned.

• A high school diploma or Associate’s degree is preferred.
• At least two years of office management/clerical experience.
• Experience working with disadvantaged populations.
• Preference for candidates with experience working with students and with TRIO experience.

• Handle office tasks including filling, generating reports, setting up meetings, and ordering supplies.
• Provide real‑time scheduling support by booking appointments and preventing conflicts.
• Make travel arrangements including flights, cars, and hotel reservations.
• Screen and route phone calls to appropriate parties.
• Greet and assist visitors.
• Maintain polite and professional communication via phone, e‑mail, and mail.
• Anticipate the needs of others for a seamless experience.
• Manage tour scheduling, confirmations, and calendar.
• Manage admissions email account.
• Coordinate multiple responsibilities simultaneously while meeting deadlines.
• Work a flexible schedule to accommodate weekend and evening hours.
• Excellent customer service, written and oral communication, organizational and interpersonal skills.
• Proficient knowledge of Microsoft Office, customer management systems, and campus management systems.
• Knowledge of corporate, state, and federal regulations applicable to the position.
• Function efficiently in a stressful work environment.
• Ability to sit and stand for extended periods.
• Ability to hear and speak well enough for interaction with students, parents, and staff.

This position does not have any supervisory responsibility.

• Work mainly performed in a typical office environment.
• No or very limited physical effort required.
• No or very limited exposure to physical risk.

Internal Candidates are encouraged to apply.

Applicants must be authorized to work for any employer in the United States. Kentucky State University is unable to sponsor or take over sponsorship of an employment visa.

Kentucky State University is an Equal Opportunity Employer.

The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.