TRIO Talent Search/Upward Bound Project Assistant

Southwestern Oregon Community College•Coos Bay, OR

12h•Onsite

About The Position

Provides administrative support to the TRIO Upward Bound/Talent Search Director and staff while maintaining confidentiality in accordance with federal TRIO guidelines and FERPA. Maintains detailed, accurate participant records as required by the U.S. Department of Education. The position is based at the Coos Bay Campus, is classified and non-exempt, and is listed at 20–31 hours per week (.78 FTE). It is open only to currently employed Classified employees. The application deadline is November 12, 2026, at 11:59 p.m. The assistant handles program records, participant eligibility documentation and progress tracking, activity coordination, financial paperwork, purchasing, inventory, and reporting. The role also assists with grant preparation and serves as a liaison between the program, college personnel, and vendors. The position requires an associate degree or equivalent postsecondary education and two years of relevant office experience, including budget/accounting experience and demonstrated Microsoft Excel proficiency.

Requirements

Associate degree or equivalent of two years of postsecondary education.
Two years of office management, secretarial, or related experience, including budget/accounting experience.
Demonstrated proficiency in Microsoft Excel.
Ability to communicate effectively in spoken and written English, including spelling and grammar, with or without an interpreter.
Ability to read, understand, and apply training materials, federal regulations, professional literature, and other information related to federal grants.
Organizational skills and ability to adapt to changes in federal, state, and college regulations, policies, and procedures.
Ability to make informed decisions about Upward Bound/Talent Search services based on federal regulations.
Ability to create a friendly, welcoming, and supportive environment and work collegially and collaboratively with program staff and campus colleagues.
Ability to model and ensure diversity and cultural competency in all responsibilities.
Knowledge of basic bookkeeping/accounting procedures and related computer applications.
Organizational, time-management, and multitasking abilities.
Ability to perform data entry in a college-wide Student Information System and use word-processing and spreadsheet applications.
Computer literacy sufficient to use word-processing, spreadsheet, and database software to produce correspondence, documents, and reports.

Nice To Haves

Personal or professional experience with first-generation, low-income, or disabled college students.
Experience with a federal TRIO program.
Experience working with federal financial aid.
Experience maintaining records required for federal grant reports.
Preference for candidates who have successfully overcome barriers similar to those faced by the project's target population.

Responsibilities

Provide administrative support to the Upward Bound/Talent Search Director and staff.
Enter data, answer phones, schedule appointments, and prepare correspondence, reports, forms, flyers, memoranda, and other materials.
Maintain manual and electronic record-keeping systems, including spreadsheets and databases, and generate reports using Jenzabar.
Create and maintain participant files, monitor services provided, and track participant progress using Jenzabar records.
Apply federal regulations and identify documentation required to determine participant eligibility.
Assist with planning and coordinating activities for participants and staff, including financial forms, travel arrangements, conference registration, and promotional materials.
Prepare and process requisitions and check requests for program expenditures; research prices and make recommendations to the Director.
Maintain accurate project expenditure records in Excel and reconcile them with college financial reports.
Maintain an operational inventory of program assets; order supplies and equipment and maintain their operating efficiency.
Collaborate with the Director to prepare federal, institutional, and other statistical reports.
Assist in preparing grant documents to support continued funding.
Provide prompt, courteous, and professional assistance; communicate information accurately and appropriately while maintaining confidentiality.
Act as liaison between the program, college personnel, and appropriate vendors.
Perform other duties and special projects as required or assigned.