Program Assistant

Program AssistantWinthrop Position Title - Program AssistantState Title - Administrative AssistantState Class Code - AA75State Pay Table - GENAnnual Salary/Hiring Range - $40,800Job Purpose - Reporting to the Director of the TRiO McNair Scholars Program, the Program Assistant provides administrative support to the Director and the office.Required Qualifications - High School diploma and five years of relevant experience; associate's degree and three years of relevant experience; or bachelor's degree and one year of relevant experience. Experience working with secondary or postsecondary educational programs that serve students from diverse backgrounds.Preferred Qualifications - Experience with federal TRiO programs, budget management, financial recordkeeping, website design, and program evaluation. Experience in higher education.Knowledge, Skills & Abilities Summary - Knowledge of office management best practice. Exceptional organizational, customer service, and oral and written communication skills. Ability to successfully manage office operations, supervise student staff, follow program policies and procedures, coordinate a variety of tasks simultaneously and with accuracy, exercise discretion in working with confidential information, and establish and maintain effective working relationships with program, campus, vendor, and community constituents. Sufficient technical ability to master software required to perform job duties and sufficient bookkeeping skills to accurately document and monitor program finances.Job Summary - BudgetTracks and documents program expenditures. Processes payment requests for supplies, equipment, travel, services and catering. Initiates and submits forms for staff and participant travel. Reconciles procurement cards. Administrative SupportAnswers phone and responds to email inquiries or forwards them to the appropriate person. Makes copies/scans as needed. Prepares/formats reports as requested. Schedules meetings and prepares materials. Assists Director with calendar and correspondence. Participates in, contributes to, and documents decisions made during staff meetings. EmploymentInitiates and monitors required paperwork for hiring program personnel. Helps interview and select graduate associate and undergraduate office assistants. Trains and schedules undergraduate office assistants. Supervises office assistant work (e.g., preparation of workshop materials, greeting office visitors, and telephone coverage). Event PlanningMakes space reservations and catering arrangements. Solicits quotes for travel, reserves vehicles and trains students on travel procedures. Facilitates setup and breakdown of program events. Data ManagementOrganizes, maintains and secures program/student data using appropriate software (e.g., Student Access) and hard copy (file) storage systems. Maintains confidential student and program records; regularly audits student files. Helps compile program data required by the university and the U.S. Department of Education. Ensures efficient process for recording and distributing copies of student presentations. Resource ManagementOrganizes, orders, distributes and lends research and other program supplies that support the program's mission. Periodically inventories program supplies and makes purchase recommendations. Documents resource allocation and participant support.Travel/Overtime Requirements - n/aTelecommuting - Employees are not eligible for telecommuting/remote work during their 12-month probationary period. After that time, certain positions may be eligible for telecommuting/remote work at the discretion of the supervisor and in accordance with Winthrop policies.License/Certification - n/aType of Position - Grant-FundedPosition Status - Full-TimeFLSA Status - Non-ExemptHours Per Week - 37.5Months per Year - 12Posting Number - 2027038SOpen Date - 10/09/2026Close Date - 10/29/2026Special Instructions to ApplicantsPLEASE NOTE - * A resume will not be reviewed to determine whether an applicant meets the qualifications outlined in the job vacancy notice (posting). Responses to supplemental questions are considered part of the application; failure to respond will result in disqualification.Supplemental QuestionsRequired fields are indicated with an asterisk (*).* Describe in detail your experience managing budgets and maintaining financial records.* Describe your experience working with disadvantaged populations in an educational setting.* Do you consider your technical skills and ability to master new software:BasicIntermediateAdvancedDocuments Needed To ApplyRequired DocumentsResumeCover LetterOptional Documents