Administrative Assistant

Salary $28,808

To provide proficient secretarial, clerical, and bookkeeping duties for project administration and staff; coordinate communication and resources for satellite offices; coordinate program travel including transportation, lodging, meals, resources, and facilities; develop and maintain rapport with students, school personnel, general public, university and government officials; reports to the program director.

Reconcile, organize, and post all expenditures for the EOC Program budget.

Generate monthly financial reports and category and line item projections.

Provide and maintain detailed financial record keeping to check and balance with the University Business Office.

Use of appropriate interpersonal communication skills to deal effectively with a wide range of clients, callers, and visitors.

Research, organize, and assist with statistical and annual reports for both the University and the U.S. Department of Education.

Maintain a participant database for multi-year tracking.

Assist director with organizing and preparing materials for grant proposals and annual continuation applications.

Be proficient in computer software packages and be willing to update skills and learn additional software as needed.

Supervise and train all student workers. Monitor and adjust student hours according to financial aid regulations and program budgetary considerations. Prepare and submit student time sheets.

Take and maintain minutes of staff and in-service training meetings.

Maintain a monthly calendar for EOC Staff and update activities as needed.

Set up and maintain program files and oversee participant physical records.

Handle correspondence: incoming and outgoing mail, phone calls, e-mail, and facsimile messages.

Assist EOC Staff with development of EOC marketing and information materials.

Prepare and mail information packets as requested by participants, partner agencies, or EOC Staff.

Maintain inventory of equipment, supplies, and materials.

Initiates/authors all program expenditures in Colleague. Reviews and reconciles invoices and statements for payment approval. Verifies and does follow-up on billings and financial reports.

Demonstrates familiarity with current Education Department General Administrative Regulations (EDGAR) and complies with requirements of both state and federal fiscal year cycles.

Maintains an activity account ledger for each activity by category, records all expenditures, and provides a monthly status of accounts to the director.

Keeps detailed financial records (payroll, fringe benefits, leave records, and travel reimbursement).

Arranges for transportation (motor pool, air travel) and lodging for professional development conferences for staff.

Communicates effectively with a wide range of students and families, public schools, SE faculty and staff, state and national TRIO Associations, The Department of Education personnel in Washington D.C., state and national legislators.

Assume other duties and responsibilities of administrative assistant as needed.

Attendance and Dependability: The employee can be depended upon to report to the assigned duty station at the scheduled time. Employee can be depended upon to complete work in a timely, accurate, and thorough manner and is conscientious, about assignments.

Communication and Contact: The employee communicates effectively and professionally both verbally and in writing with superiors, colleagues, and individuals inside and outside of the University.

Relationships with Others: The employee works effectively and relates well with others including superiors, colleagues, and individuals inside and outside the University. The employee exhibits a professional manner in dealing with others and works to maintain a constructive working environment.

Safety: Employee works safely, attends safety training offered/required, and follows appropriate safety rules and regulations. In relation to level of NIMS training completed, participates in incident management preparation and performs incident duties as assigned.

Minimum Education, Training, and Experience:

Required:

High school diploma.

Formal experience or educational attainment of office/secretarial and bookkeeping/accounting procedures.

Must demonstrate an understanding and interest in working with the disadvantaged student.

Professional ethics and confidentiality appropriate to position.

Must possess above average written and verbal communications skills, and ability to assume responsibility, display initiative, and make decisions within the scope of his/her authority.

Must have above average knowledge/experience in computer operations skills in such applications as word processing, database, e-mail, and Internet.

Must demonstrate effective interpersonal communication skills to enhance the ability to effectively communicate with the public, students, families, school personnel, SE personnel, and the U.S. Department of Education.

Must have the ability to organize and prioritize workload while responding to the everyday program needs of the professional staff in order to facilitate meeting program goals and objectives.