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Administrative Assistant

SUMMARY

To provide proficient secretarial, clerical, and bookkeeping duties for project administration and staff; coordinate communication and resources for satellite offices; coordinate program travel including transportation, lodging, meals, resources, and facilities; develop and maintain rapport with students, school personnel, general public, university, and government officials; reports to the program director.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Reconcile, organize, and post all expenditures for the EOC Program budget.
• Generate monthly financial reports and category and line-item projections.
• Provide and maintain detailed financial record keeping checking and balance with the University Business Office.
• Use of appropriate interpersonal communication skills to deal effectively with a wide range of clients, callers, and visitors.
• Research, organize, and assist with statistical and annual reports for both the University and the U.S. Department of Education.
• Maintain a participant database for multi-year tracking.
• Assist director with organizing and preparing materials for grant proposals and annual continuation applications.
• Be proficient in computer software packages and be willing to update skills and learn additional software as needed.
• Supervise and train all student workers. Monitor and adjust student hours according to financial aid regulations and program budgetary considerations. Prepare and submit student time sheets.
• Take and maintain minutes of staff and in-service training meetings.
• Maintain a monthly calendar for EOC Staff and update activities as needed.
• Set up and maintain program files and oversee participant physical records.
• Handle correspondence: incoming and outgoing mail, phone calls, e-mail, and facsimile messages.
• Assist EOC Staff with development of EOC marketing and information materials.
• Prepare and mail information packets as requested by participants, partner agencies, or EOC Staff.
• Maintain inventory of equipment, supplies, and materials.
• Initiates/authors all program expenditures in Colleague. Reviews and reconciles invoices and statements for payment approval. Verifies and does follow-up on billings and financial reports.
• Demonstrates familiarity with current Education Department General Administrative Regulations (EDGAR) and complies with requirements of both state and federal fiscal year cycles.
• Maintains an activity account ledger for each activity by category, records all expenditures, and provides a monthly status of accounts to the director.
• Keeps detailed financial records (payroll, fringe benefits, leave records, and travel reimbursement).
• Arranges for transportation (motor pool, air travel) and lodging for professional development conferences for staff.
• Communicates effectively with a wide range of students and families, public schools, SE faculty and staff, state and national TRIO Associations, The Department of Education personnel in Washington D.C., state, and national legislators.
• Assume other duties and responsibilities of administrative assistant as needed.

ADDITIONAL PERFORMANCE RESPONSIBILITIES (FUNCTIONS, DUTIES)

1. Attendance and Dependability: The employee can be depended upon to report to the assigned duty station at the scheduled time. Employee can be depended upon to complete work in a timely, accurate, and thorough manner and is conscientious, about assignments.
2. Communication and Contact: The employee communicates effectively and professionally both verbally and in writing with superiors, colleagues, and individuals inside and outside of the University.
3. Relationships with Others: The employee works effectively and relates well with others including superiors, colleagues, and individuals inside and outside the University. The employee exhibits a professional manner in dealing with others and works to maintain a constructive working environment.
4. Safety: Employee works safely, attends safety training offered/required, and follows appropriate safety rules and regulations. In relation to level of NIMs training completed, participates in incident management preparation, and performs incident duties as assigned.