Administrative Assistant - Upward Bound (grant-funded)

Under the supervision of the Director of Academic Support, the Administrative Assistant provides comprehensive administrative, fiscal, and compliance support to the federally funded TRIO Upward Bound program.

• Maintain hard copy and electronic participant records in compliance with federal confidentiality requirements (FERPA).
• Prepare correspondence, manuals, forms, and program-related documents; operate word processing and database systems to support program staff.
• Coordinate travel arrangements for staff and students; process travel authorizations, reimbursements, and related documentation.
• Serve as a primary point of contact for program inquiries, handling communications with participants, families, schools, and community partners.
• Process purchase requisitions, invoices, and expense reports; maintain accurate financial records for audit readiness.
• Assist Director in budget forecasting, preparing monthly budget summaries, and reconciling expenses with institutional accounting records.
• Maintain an inventory of program supplies and equipment purchased with federal funds.
• Facilitates data collection, validation and completion of Annual Performance Report (APR), Interim Performance Reports (IPR) and other federal submissions.
• Maintain documentation to support compliance with all TRIO grant regulations and reporting requirements.
• Support the Director in preparing for U.S. Department of Education monitoring visits and internal audits.
• Schedule meetings, workshops, tutoring sessions, and other program-related events.
• Support the coordination of summer academy activities, summer experience trips, field trips, and college visits.
• Assist the Upward Bound Coordinator with off-site recruitment visits as needed.
• Assist the Upward Bound Coordinator with college and enrichment trips by serving as an additional employee/ chaperone as needed.
• Serve as liaison between the program and institutional departments as needed.
• Provide clerical and administrative support to ensure efficient program operations.
• Participate in TRIO staff meetings, training, and professional development opportunities.
• Serves on institutional committees if appointed.
• Perform additional duties as assigned to support program goals and federal compliance.

• Knowledge of principles and practices of PC’s and related software.
• Knowledge of office practices, procedures and methods.
• Office machines required such as computer, communications system, copier, and other machines.
• Communicate effectively verbally and in writing.
• Operate a PC and related software.
• Maintain effective working relationships with other people.
• Use of office machines at the speed and level of accuracy as required for the position.
• Set priorities and make sure division meets deadlines.
• Handle automated work systems and willingness to keep current in system changes and developments to enable the unit to continuously improve its service.
• Provide support to a number of staff to enable them to meet their work requirements.
• Communicate professionally with external contacts, professional and technical.
• Maintain confidentiality of information and records.

• Communicates clearly and frequently in writing and speaking to ensure consistency of purpose and vision.
• Works collaboratively with all members of the college community.
• Understands and supports the college’s mission, vision, and values.
• Remains current on emerging higher education and division-relevant issues.
• Fosters a work environment characterized by transparency, trust, and professionalism.

Any combination of education and experience that demonstrates possession of the requisite knowledge, skills, and abilities. A typical way to obtain these would be:

• Associate’s Degree in Business Administration, Office Administration or related field.
• Experience in a secretarial or clerical support role.
• Knowledge of basic accounting principles and budget management.
• Ability to maintain confidentiality and work with sensitive data.
• Experience with TRIO or other federally funded programs preferred.
• Knowledge of EDGAR and federal grant management requirements preferred.