Administrative Assistant II, Upward Bound

Alvin College•Alvin College, TX

About The Position

The Administrative Assistant II supports the federally funded Upward Bound Program by coordinating clerical and administrative functions, maintaining student and project records, and assisting the Upward Bound Director with monitoring the project budget and expenditures. The role serves as an information center, answers phones, accepts referrals, supervises a student worker, and prepares reports on project objectives. This is a grant-funded position; continued employment depends on the availability of approved and received grant funding, and employment beyond the current fiscal year is not guaranteed. The position requires a flexible schedule to meet program needs, potentially including days, evenings, and weekends. Travel may be required to the main campus in Alvin, local high schools and other offsite locations, and overnight conferences or trips outside the Alvin/Houston Metroplex. The incumbent typically works in an office environment, using a computer, telephone, and other office equipment, and may experience frequent interruptions.

Requirements

High school diploma or GED.
One year of experience working in a professional office environment.
Strong Microsoft Office skills, including Word, Excel, and Outlook.
Exceptional customer service skills and the ability to anticipate, assess, and respond effectively to diverse customer needs.
Strong written and oral communication skills.
Proficiency in various required computer software programs.
Ability to work independently and take initiative.
Demonstrated sensitivity to the needs of economically and educationally disadvantaged youth.
Ability to travel when needed.
Working knowledge of artificial intelligence tools and the ability to use them responsibly, ethically, and in compliance with organizational guidelines.

Nice To Haves

Associate's degree with a concentration in Office Administration.
Bilingual English/Spanish.
Educational or economic background similar to the target population.

Responsibilities

Monitor databases and generate daily, weekly, monthly, quarterly, and annual performance reports, including summaries of student service logs.
Maintain individual and group service logs documenting tutoring, mentoring, advising, and other participant services and activities.
Maintain account records for expenses and encumbrances, record project and finance information monthly, and reconcile monthly budget statements with daily accounting records.
Assist the Upward Bound Director in monitoring project budgets and expenditures.
Identify and order supplies, materials, equipment, and services; maintain inventory and organize supplies for storage or distribution.
Compose correspondence, reports, and other documents as requested.
Develop and coordinate clerical and administrative support functions for the Upward Bound Program.
Coordinate staff and participant travel arrangements and process related travel requests, registration payments, transportation reservations, travel advances, and expense claims.
Develop project databases, enter project data, and process reports.
Prepare mailings for participants, parents, target schools, and community agencies.
Schedule and reserve classrooms and meeting spaces for staff and participants.
Prepare and process purchasing forms, including purchase requisitions, reimbursement forms, and payment requests; review invoices for accuracy before payment approval.
Develop brochures, flyers, monthly newsletters, and informational materials about programming and activities.
Order materials for participants and staff, and coordinate and attend field trips and college tours.
Handle sensitive and confidential documents and information with judgment and discretion.
Understand and interpret federal regulations and legislation and help ensure project compliance.
Perform other related duties as assigned.