Upward Bound Administrative Assistant Part Time -FS8953

Oklahoma State University•Oklahoma City, OK

1d•Onsite

About The Position

Upward Bound is one of eight federally funded TRIO programs supported by the U.S. Department of Education. This position is required to work twenty hours per week and is responsible for managing administrative operations for the program while providing support to the Senior Director of SOAR and Upward Bound. This position focuses on maintaining professional office operations and procedures, managing office inventory and supplies, providing clerical and budget-related support, ensuring accurate data entry and record management within the Blumen database, and assisting with daily program operations. The role requires exceptional professionalism, strong organizational abilities, attention to detail, and excellent written and verbal communication skills.

Requirements

Associate degree in business management, computer information systems, or related fields or equivalent experience.
Experience serving populations eligible for TRIO services which include first generation college, under-resourced, or academically at-risk.
Minimum of three years of progressively responsible work experience.
Experience in an office setting as an administrative assistant or similar function.
Valid Oklahoma driver’s license and ability to drive a 15 passenger vehicle.
Familiarity with OSU-OKC student population.
Ability to communicate diplomatically, clearly and effectively, both verbally and in writing to exchange information, give/receive instructions and respond to inquiries appropriately.
Strong organization and planning skills with the ability to handle multiple tasks and prioritize effectively with high degree of accuracy and attention to detail.
High degree of initiative to work independently and also collaborate in a team environment.
Strong interpersonal skills and sensitivity to a campus environment in an effort to work and communicate effectively with all students, faculty, staff and community partners.
Demonstrated knowledge of office technologies including but not limited to: office computers, fax machines, scanners, internet, Microsoft Office (Word, Excel, Access, PowerPoint, Outlook), and CANVA or similar product.
Strong computer skills with ability to organize information and schedules.
Possess a positive open-minded attitude and have the ability to work closely with a various student enrollment and skill levels.
Ability to handle confidential information discreetly in a busy student centered office.
Excellent office management ability.
Strong background in record keeping, budgeting, and reconciliation.
Strong writing skills to assist students in editing papers or creating documents for Upward Bound.
Passion for assisting customers and representing the OSU-OKC and OSU brand with positivity and professionalism.
Demonstrated history of ethical and professional behavior.

Nice To Haves

TRIO Experience either as a participant or former employee.
Bilingual (Spanish)

Responsibilities

Develops and monitors effective office management system, which includes general office record-keeping, client and staff files, project inventory, purchasing acquisitions, evaluation records, etc.
Will work with Senior Director to go over program budgets on a monthly basis.
Will maintain Upward Bound website and make sure information is up to date.
This also includes assisting with social media accounts by posting photos, sharing stories or responding to posts.
Assists in maintaining and supporting software on program laptops and printers.
Also, coordinates all needed technical applications for assessment, financial aid, career, and tutorial services.
Works closely with various institutional offices to process acquisitions and maintain budget accountability (purchasing, accounting, IT, physical plant, business office, bookstore, catering, etc.).
Assists in the preparation of statistical reports, grants, and annual performance reports, from the Blumen database systems on a timely basis.
Coordinate and organize various program workshops, field trips, meals, and transportation in accordance with Upward Bound Assistant Director.
Work with Upward Bound Academic Coordinator to contact students for Upward Bound announcements, grade checks, or other items as needed.
Assist Upward Bound staff with recruiting events, managing student intake forms, assist with student interviews, and selection of students.
Purchase and maintain supplies and equipment as well as produce and maintain program forms and public relation materials in conjunction with the Senior Director or Assistant Director.
Participate in college committees as requested.
Completes all mandatory training and participates in a minimum of two professional development workshops each year, may include TRIO Training programs or conferences.
Performs other duties as assigned.