Associate Administrative Assistant/Follow-up Specialist (53006)

Claflin University•Orangeburg, SC

37d

About The Position

The Associate Administrative Assistant/Follow-Up Specialist is responsible for the files, the up keep of project records and will generate computerized reports. Maintain hard files on each of the participants including IPPs, making sure they contain all necessary information and documentation. Maintains complex and specific data on all project participants' eligibility activities and services and academic progress and performance. Assist the Project Director with developing detailed reports and related information on the project for distribution to the university and the US Department of Education. Work collaboratively with other program personnel by maintaining calendars, collection and compilation of data, operating office equipment. Responsible for ordering supplies processing requisitions and invoices. Track program expenditures and maintain budget using excel. Provides customer service by greeting students, visitors and answering incoming calls. Accurately prepare and certify payroll, collect, process and audit leave forms. Assist with the supervision of work-study students and submit the work-study timesheets. Keep minutes of meetings and other documentation required for project administration. Provides project information to those who inquire by phone or in the project office. Perform routine clerical duties such as correspondence, filing and reception for the project staff. He/she will be responsible for carrying out the follow-up plan to track students who transfer to other institutions or enter graduate or professional school using surveys and Clearinghouse. Monitor and update inventory of all program assets (i.e. computers, printers, software, textbooks, test materials/assessments).

Requirements

Associate degree
Four years' clerical and/or administrative experience
Proficient in use of Excel
Experience as an office manager
Proficient in English
Efficient typist
Capable with office machinery, including computer usage
Knowledgeable of bookkeeping procedures using Excel
Pleasant receptionist

Responsibilities

Maintain project records and generate computerized reports
Maintain hard files on participants
Maintain data on project participants' eligibility, activities, services, academic progress and performance
Assist with developing reports for distribution
Maintain calendars, collect and compile data, operate office equipment
Order supplies, process requisitions and invoices
Track program expenditures and maintain budget using excel
Provide customer service
Prepare and certify payroll, collect, process and audit leave forms
Assist with supervision of work-study students and submit timesheets
Keep minutes of meetings and other documentation
Provide project information to those who inquire
Perform routine clerical duties
Carry out follow-up plan to track students
Monitor and update inventory of program assets