Administrative Support, TRIO Talent Search and Upward Bound

Davidson-Davie Community College•Thomasville, NC

About The Position

The Administrative Support, TRIO Talent Search and Upward Bound position is a full-time, grant-funded role providing administrative and office support to both programs. This shared position reports to the Director of Talent Search and the Director of Upward Bound and supports the programs’ daily operations. The role involves office administration, participant records and data, grant reporting, financial tracking, communications, and logistical coordination for program activities. It also provides administrative support to Student Success Advisors and helps maintain records for program reviews, audits, and monitoring visits. The position requires sensitivity and respect for a diverse academic environment and support for the College’s mission, vision, and values. The work takes place in a climate-controlled contact center environment and may require travel between campus locations. The description is not an exhaustive list of all duties or qualifications.

Requirements

Associate degree from an accredited institution in office systems technology, secretarial services, business, information systems, or a related field.
Two years of clerical experience or equivalent training.
Experience with data entry.
Experience filing and maintaining office records.
Experience receiving incoming calls and scheduling appointments.
Experience managing a professional office and assisting visitors.
Experience with MS Office Suite.
Excellent oral and written communication skills.
Demonstrated ability to work effectively and collegially with others.

Nice To Haves

Bachelor’s degree from an accredited institution in office systems technology, business information systems, communications, or a related field.
Experience working in a college setting.
Experience working with federal grant programs.
Experience working with individuals who are low-income and/or first-generation.
Fluency in Spanish.
Experience with Blumen database.

Responsibilities

Perform general office duties, including answering phones, greeting visitors, scheduling appointments, preparing materials, filing, and processing correspondence.
Respond to routine inquiries from students, families, school partners, and vendors, and direct questions requiring program decisions to appropriate staff.
Compile and maintain data and supporting documentation for both programs’ Annual Performance Reports; assist with grant reporting and related correspondence with the U.S. Department of Education.
Assist with preparing and maintaining participant files, including applications, forms, eligibility documentation, and academic records; review files for completeness and follow up on missing documentation.
Enter, update, and verify participant information, services, attendance, and activities in program databases, maintaining accurate electronic and paper records.
Maintain the confidentiality and security of student, family, personnel, and financial records in accordance with College policies and applicable privacy requirements.
Assist with tracking program expenditures and reconciling College budget statements with internal program budget spreadsheets.
Process and track invoices, receipts, travel reimbursements, purchasing documentation, and approved participant payments; maintain supporting financial records and follow up on outstanding transactions.
Assist with program communications, including letters, newsletters, bulletins, flyers, calendars, and social media content.
Assist with organizing in-person and virtual activities, meetings, and workshops, and participate in TRIO events as appropriate.
Coordinate logistical arrangements for program activities, campus visits, field trips, and summer programming, including transportation, facilities, meals, permission forms, and participant communications.
Provide administrative support for program meetings by scheduling sessions, preparing materials, recording minutes, and distributing notes.
Provide administrative support to Student Success Advisors in person and virtually, as needed.
Monitor administrative deadlines and maintain shared calendars for reporting, purchasing, meetings, and program activities.
Maintain office supplies, coordinate staff travel arrangements, and complete purchase order requests and other purchasing processes.
Help organize records and supporting documentation for program reviews, audits, and monitoring visits.
Identify opportunities to improve administrative processes and implement approved changes to increase efficiency and effectiveness.
Demonstrate sensitivity, understanding, and respect for a diverse academic environment.
Support the College’s mission, vision, and values and attend College events and meetings as required.
Perform other duties as assigned that support the programs and the College’s mission and initiatives.