Administrative Assistant

Administrative Assistant

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.

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.
• Equivalent combination of experience and training which provides the required knowledge, skills and abilities may be considered as meeting the minimum qualifications, at the direction of the hiring supervisor.

Preferred Qualifications:

• 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.

Job Duties:

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.