Location: Coos Bay,OR, USA
Primary Purpose
To perform a variety of administrative tasks in support of the TRIO Student Support Services (SSS) Director and staff, while maintaining strict confidentiality in accordance with federal TRIO guidelines and FERPA. The Assistant acts as a liaison between SSS participants, potential participants, and SSS staff. Maintains detailed and accurate records of SSS participants as required by the U.S. Department of Education.
Description of Essential Functions
Administrative Program Support (100% of Time)
* Provide administrative support for the SSS Director and staff. Enter data, answer phones, schedule appointments, and create professional quality correspondence, reports, forms, flyers, memoranda and other materials.
* Responsible for maintaining both manual and electronic record keeping systems, including spreadsheets and databases, and generating reports using the College's Management Information System (Jenzabar). Create and maintain participant files, monitor services rendered, and track participant progress at Southwestern using Jenzabar records. Comprehend federal regulations and ascertain the required documents needed to determine participant eligibility.
* Assist in the planning and coordination of activities for both participants and staff, including processing financial forms, travel arrangements, conference registration, and production of promotional materials.
* Prepare and process requisitions and check requests for program expenditures. Research prices and make recommendations to Director. Maintain current and accurate records of project expenditures using Excel spreadsheets and reconcile with College financial reports. Maintain operational inventory of all program assets. Order supplies and equipment and maintain their operating efficiency.
* In collaboration with the Director, prepare federal, institutional and other statistical reports. Assist in the preparation of grant documents to ensure continued funding.
* Maintain a list of scholarships available from a variety of sources and distribute to SSS staff and students via email.
* Act as first point of contact for participants and prospective participants. Provide professional, prompt and courteous assistance, project a friendly and positive attitude, and disseminate information accurately and appropriately while maintaining confidentiality. Assist program participants with a variety of administrative needs.
* Act as liaison between the Program and college personnel and appropriate vendors.
Performs Other Duties and Special Projects as Required/Assigned
Required Knowledge, Skills and Abilities
REQUIRED QUALIFICATIONS
Associate's degree or the equivalent of two (2) years of postsecondary education.
Two (2) years of general office/administrative work experience.
Successful applicants for this position must possess the following knowledge, skills and abilities, or be able to explain and demonstrate that they can perform the essential functions of the job, with or without reasonable accommodation:
* Ability to communicate effectively, both orally and in writing (spelling, grammar), using the English language with or without the use of an interpreter.
* Ability to read, review, understand, and apply concepts presented in training programs, conferences, federal regulations, professional literature and other related materials pertaining to federal grants.
* Ability to work independently and manage multiple tasks with minimal supervision. Demonstrated organizational, time management, and multi-tasking abilities.
* Ability to create a friendly, welcoming, and supportive environment for the diverse population of SSS participants.
* Ability to consistently work within the framework of collegiality and teamwork with SSS staff and colleagues campus-wide.
* Ability to model and ensure diversity and cultural competency (respect, inclusiveness, reflecting, valuing, and welcoming cultural differences) in all position responsibilities regardless of race, ethnicity, religion, gender, social class, sexual orientation, ability, nationality, age, language, origin, or employment status.
* Ability to make informed decisions concerning services provided by SSS based on federal regulations.
* Proficiency in Microsoft Office Suite (MS Excel and MS Word in particular). A level of computer literacy sufficient to effectively utilize College information management software, online calendar and software such as word processing, spreadsheets, databases, and desktop publishing to produce correspondence, forms, documents, reports, flyers, and newsletters.
PREFERRED QUALIFICATIONS
* Personal or professional experience with first-generation, low income or disabled college students.
* Experience in budget/accounting
* Experience in Microsoft Excel.
* Experience with a federal Trio program.
* Experience working with federal financial aid.
* Experience maintaining records required for preparation of federal grant reports.
* Preference will be given to candidates who have successfully overcome barriers similar to those of the project's target population.
SPECIAL REQUIREMENTS OR LICENSES
N/A
Additional Job Information
JOB TITLE: TRIO Student Support Services Project AssistantLOCATION: Coos and Curry CountiesFTE: Part-Time .78 FTE (20-31 hours per week)
DEPARTMENT:TRiOPAY GRADE:G ($15.38 - $16.98 at initial hire)EXEMPTION STATUS:Non-exemptPHYSICAL REQUIREMENTS: EnclosedREPORTS TO: Director of TRIO/SSSCLASSIFICATION: Classified
REVISION DATE: September 2024
SUPPLEMENTAL INFORMATION
Southwestern Oregon Community College only accepts applications through this online application system. We want you to be successful in applying with us. We highly encourage you to complete and submit your application in advance of the deadline.
For assistance with this, please ...@socc.edu. For technical assistance with your application, please call (855) ###-####.
Please note: We recognize that our application process can be lengthy, so before you begin, please read all of the stated requirements to determine if you meet them. Applicants must meet all of the stated minimum/special qualifications and additional requirements to be considered for this position. Based on your responses to the qualifying questions, the system may automatically screen you out from further consideration.
Required documents must be provided at the time of application. Please remove any personal information such as photographs, date of birth, gender, social security number, and other protected information from your documents. Documents containing protected information will be considered incomplete. Incomplete applications will not be considered.
Positions are subject to budget consideration and approval. For the candidate who is hired into this position, salary placement will be based on guidelines in administrative policies and procedures or collective bargaining agreements (as applicable). For this reason, please be sure to include everything in your application that you want the college to consider towards placement.
The college does not sponsor employees in the visa application process if they intend to use this as their means to work in the United States. This means that all required work visas must be in place and supported by appropriate evidence to be employed by Southwestern.
Final candidates will be subject to a criminal background check as part of the employment process.
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REASONABLE ACCOMMODATION STATEMENT
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.
This job description is a general description of essential job functions. It is not intended as an employment contract nor is it intended to describe all responsibilities, skills, effort, or work conditions associated with the job someone in this position would perform. All employees of Southwestern Oregon Community College are expected to perform tasks as assigned by Southwestern Oregon Community College supervisory/management personnel regardless of job title or routine job duties.
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VETERAN'S PREFERENCE STATEMENT
Applicants are eligible to use Veteran's Preference when applying with Southwestern Oregon Community College in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-###-#### and 105-###-####. Preference will only be given if the applicant meets the minimum qualifications and any special qualifications for the position and electronically attach the required documentation at the time of application.
DOCUMENTS REQUIRED:
* MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) - OR - Letter from the US Dept. of Veterans Affairs indicating a non-service connected pension.
* Disabled Veterans must also submit a copy of their Veterans disability preference letter from the Department of Veterans Affairs.
* You can request copies of your military service record through the National Archives website at:
For information regarding Veteran's Preference qualifications, visit the following website:
NON-DISCRIMINATION
It is the policy of Southwestern Oregon Community College Board of Education that there will be no discrimination or harassment on the grounds of race, color, gender, marital status, sexual orientation, religion, national origin, age, political affiliation, parental status, veteran status or disability in any educational programs, activities or employment. Persons having questions about equal opportunity and nondiscrimination should contact Vice President of Administrative Services in Tioga 512. Phone 541-###-#### or TDD 541-###-####. All other issues, concerns, and complaints should also be directed to the Vice President of Administrative Services for referral to the appropriate Manager.
Annual Campus Crime/Annual Fire Safety (Clery Act) Report
The Jeanne Clery Disclosure for Campus Security Policy and Campus Crime Statistics Act (formerly the Campus Security Act) is a federal law that requires institutions of higher education to disclose campus security information, including crime statistics for the campus and surrounding area. As a current or prospective Southwestern student or employee, you have a right to obtain a copy of this information. You may review this information here:Annual Campus Crime/Annual Fire Safety (Clery Act) Report. You may also obtain a hard copy of this information upon request by contacting Administrative Services at 541-###-####.