Posting Details Posting Information Posting Number S277P Working Title Administrative Assistant FLSA Non-Exempt Pay Grade 3 Advertised Salary $15.00 Position Status Full Time Appointment Length 12 Months Department TRIO Student Support Services Job Summary/Basic Function The Director of TRIO Programs is seeking a motivated and detail-oriented Administrative Assistant to provide comprehensive support to our team. The TRIO program is committed to fostering academic success for first-generation, low-income students, and students with disabilities. The Administrative Assistant will play a critical role in ensuring that the program operates efficiently by managing administrative tasks, assisting staff, and creating a welcoming atmosphere for students and visitors. Key Responsibilities:
- Provide direct administrative support to the TRIO programs, including scheduling appointments, handling correspondence, and assisting with expense tracking, contracts, and bulk mailings.
- Collect and prepare participants' TRIO admissions applications for review.
- Greet students and visitors, answer incoming calls, provide information, and resolve routine administrative issues related to the program.
- Maintain the cleanliness and professional atmosphere of the TRIO computer lab and offer assistance to students using lab equipment and supplies.
- Assist the Director with administrative tasks such as maintaining calendars, preparing correspondence, processing requisitions, and updating program databases.
- Maintain up-to-date student records and participant files using Blumen, the program's data management system, ensuring accurate tracking of student activities and appointments.
- Coordinate travel arrangements for staff and students, including accommodations, conference registrations, and transportation.
- Monitor and update inventory of program assets, including computers, printers, software, textbooks, and test materials.
- Assist in planning and executing student activities, including social/cultural events, workshops, and college tours, and serve as a chaperone when needed.
- Design and coordinate the project's newsletter at the end of the fall and spring terms, and maintain program information on the University's website and social media.
- Handle routine program tasks such as submitting work orders and managing hospitality needs.
- Provide supervision for volunteers, interns, and work-study students.
- Exhibit sensitivity toward participants while maintaining confidentiality of student records and sensitive information.
- Other duties as assigned by the Director of TRIO Programs.
Minimum Qualifications • Knowledge and skills in the operation of computers and other standard office equipment • Ability to use Microsoft Office Suite and a variety of software programs including database management and scheduling software. • Effective oral and written skills. • Experience working in organizational structures like higher education. Preferred Qualifications
- Associates Degree in Office Administration or related field.
- Ability to use Blumen software.
- Two-years or more experience in an administrative position.
- Experience in higher education or working with a diverse group of students and staff is preferred.
- Excellent human relations, organizational, and independent work skills.
- Strong written communication and proofreading skills, with the ability to produce clear, concise correspondence.
- Proficiency in Microsoft Office applications (Word, Excel, PowerPoint) and database management software.
- A strong commitment to diversity and supporting the academic success of TRIO eligible student populations.
Posting Date 10/02/2024 Close Date 10/18/2024 Special Instructions Summary Appointment to this position will be contingent upon a satisfactory background check. We believe in work-life balance and keeping time for things we love outside our work. Shepherd University offers generous employee benefits, including: o 13 paid holidays o 15 days annual leave (vacation) per year o 18 sick days per year and the flexibility to use that time to care for immediate family members o Wide range of health insurance and other benefits o 401(a) retirement savings with 6% contribution match; eligibility to continue health insurance post-retirement, and other retiree perks o Tuition waivers for employees and their dependents Job Duties Description of Job Duties 1. Provides clerical support to the Director of TRIO Programs, such as typing of contracts and correspondence, photocopying, bulk mailings (emailing) and telephone answering duties. 2. Maintain the program's databases tracking student information, activities and appoint results. Also keeping databases up-to-date. 3. Make arrangements for student activities including social/cultural activities, college tours and program workshops. 4. Maintain the program's link on the University's website. 5. Designs and coordinates the project's newsletter at the end of the fall and spring terms. 6. Serves as chaperone when appropriate for project cultural activities and college tours. 7. Other duties as assigned by the Director of TRIO Programs.