Administrative Assistant - Upward Bound; grant-funded

Administrative Assistant

Under the supervision of the Director of Academic Support, the Administrative Assistant provides comprehensive administrative, fiscal, and compliance support to the federally funded TRIO Upward Bound program.

• Maintain hard copy and electronic participant records in compliance with federal confidentiality requirements (FERPA).
• Prepare correspondence, manuals, forms, and program-related documents; operate word processing and database systems to support program staff.
• Coordinate travel arrangements for staff and students; process travel authorizations, reimbursements, and related documentation.
• Serve as a primary point of contact for program inquiries, handling communications with participants, families, schools, and community partners.
• Process purchase requisitions, invoices, and expense reports; maintain accurate financial records for audit readiness.
• Assist Director in budget forecasting, preparing monthly budget summaries, and reconciling expenses with institutional accounting records.
• Maintain an inventory of program supplies and equipment purchased with federal funds.
• Facilitates data collection, validation and completion of Annual Performance Report (APR), Interim Performance Reports (IPR) and other federal submissions.
• Maintain documentation to support compliance with all TRIO grant regulations and reporting requirements.
• Support the Director in preparing for U.S. Department of Education monitoring visits and internal audits.
• Schedule meetings, workshops, tutoring sessions, and other program-related events.
• Support the coordination of summer academy activities, summer experience trips, field trips, and college visits.
• Assist the Upward Bound Coordinator with off-site recruitment visits as needed.
• Assist the Upward Bound Coordinator with college and enrichment trips by serving as an additional employee/chaperone as needed.
• Serve as liaison between the program and institutional departments as needed.
• Provide clerical and administrative support to ensure efficient program operations.
• Participate in TRIO staff meetings, training, and professional development opportunities.
• Serves on institutional committees if appointed.
• Perform additional duties as assigned to support program goals and federal compliance.

• Knowledge of principles and practices of PC's and related software.
• Knowledge of office practices, procedures and methods.
• Office machines required such as computer, communications system, copier, and other machines.
• Communicate effectively verbally and in writing.
• Operate a PC and related software.
• Maintain effective working relationships with other people.
• Use of office machines at the speed and level of accuracy as required for the position.
• Set priorities and make sure division meets deadlines.
• Handle automated work systems and willingness to keep current in system changes and developments to enable the unit to continuously improve its service.
• Provide support to a number of staff to enable them to meet their work requirements.
• Communicate professionally with external contacts, professional and technical.
• Maintain confidentiality of information and records.

• Communicates clearly and frequently in writing and speaking to ensure consistency of purpose and vision.
• Works collaboratively with all members of the college community.
• Understands and supports the college's mission, vision, and values.
• Remains current on emerging higher education and division-relevant issues.
• Fosters a work environment characterized by transparency, trust, and professionalism.

Any combination of education and experience that demonstrates possession of the requisite knowledge, skills, and abilities. A typical way to obtain these would be:

• Associate's Degree in Business Administration, Office Administration or related field.
• Experience in a secretarial or clerical support role.
• Knowledge of basic accounting principles and budget management.
• Ability to maintain confidentiality and work with sensitive data.
• Experience with TRIO or other federally funded programs preferred.
• Knowledge of EDGAR and federal grant management requirements preferred.

Unofficial transcripts must be included with your online application before submission or sent directly to Human Resources immediately after applying. Failure to provide transcripts may result in your application not being fully considered. Wilson Community College is an Equal Opportunity Employer.

In accordance with the ADA, if you require a reasonable accommodation to apply for this position, please notify the Human Resources Office.