ADMINISTRATIVE ASSISTANT TO THE DIRECTOR OF UPWARD BOUND

Position Summary

The Administrative Assistant to the Director of the Upward Bound Division, provides strategic administrative and clerical support to the Director and overall division operations. The Administrative Assistant is the primary or lead administrative support position in the department and provides the full-range of administrative support activities. The Administrative Assistant to the Director of Upward Bound is responsible for responding to student inquiries about programs and issues, maintaining department files, assisting with budgeting and financial management, and preparing various reports and documents. The Administrative Assistant participates in strategic initiatives and planning, as well as, special projects and other activities. The Administrative Assistant is entrusted with confidential records and files, correspondence, minutes, contracts and budget documents, as well as other College documents. The Administrative Assistant may assign and / or monitor the work of student assistants.

Essential Job Functions

• Serves as the Administrative Assistant to the Director of Upward Bound by providing or overseeing reception services, scheduling appointments, meetings, and travel, maintaining the Director’s calendar, preparing and proofreading correspondence, reports, and other documents prepared by the Director, organizing and maintaining paper and electronic filing systems, monitoring due dates for recurring events, initiating recurring administrative processes related to the department’s calendar, coordinating projects, and assisting in the completion of reports and questionnaires by researching and gathering required information and preparing reports. Pick up and process all mail for Upward Bound division staff. Maintains office organization. Records, prepares, and distributes meeting notices and minutes.
• Helps the Upward Bound division to achieve its mission by coordinating complex processes associated with work specific to the department, such as facilitating and processing documentation for Upward Bound division staff to attend webinars and / or conferences; communicating and collaborating with vendors to cancel / renew / resolve issues with print and / or database subscriptions for the Upward Bound division; providing departmental services requiring the use of discretion and performing functions with a high degree of confidentiality.
• Maintains all administrative files and records for the Upward Bound division by gathering and organizing required information, maintaining required records, evaluating various approaches to completing projects, developing tools and utilizing available resources to achieve desired outcomes, and assuring effective communication with stakeholders.
• Participates in overall operation of the division, serving as an integral member. Participates in strategic planning discussions and works on projects and activities, as assigned by the Director.
• Serves as the communication center of the department by organizing, storing, retrieving, and integrating information for dissemination to administration, faculty, staff, and / or students, communicating information from the Director of Upward Bound to others, collecting and organizing information requested from others, and making information available to others by mail, email, telephone, and the internet.
• Distributes program applications to middle and high school counseling staff and the Freshman Academy at Monroe Public Schools for distribution to identified and interested students.
• Collect applications for selection process. Determine if applications are complete. If incomplete, notify parents in writing and by phone of materials needed for completion. Determine if applicants meet eligibility and absolute priority criteria.
• Processes and maintains all Upward Bound student records, including inputting information into the database along with assessment, checking for any updated information and ensuring that all applicants have submitted all documentation.
• Verifies each applicant’s status every semester for enrollment status and places holds on student accounts when necessary.
• Assists students, staff, and the public by answering questions and providing information and materials regarding classes, prerequisites, admissions criteria, registration, and other information related to the division.
• Maintains time entry and exception reports for division staff and assures needed documentation is forwarded to the payroll office.
• Organizes, coordinates, plans, and conducts departmental events by securing space, equipment, food, preparing invitations, announcements, agendas, brochures, and packets, purchasing awards, and overseeing the event as it occurs.
• Assists the Director to varying degrees in maintaining financial control of departmental accounts by tracking expenditures, maintaining account balances for the Upward Bound division budgets and balancing the Upward Bound division accounts to the college on-line accounting system. Maintains records of budget and expenditure information for the division, including checking assorted documents and records for accuracy and reporting any billing errors. Maintain records and receipts for the processing for petty cash purchases.
• Prepares monthly and annual reports for the Upward Bound division. Creates and maintains Upward Bound division reports.
• Maintains smooth operation of the division office in the absence of the Director.
• Obtains equipment, services and supplies needed by the department by preparing purchase requisitions and check requests, receive and verify materials ordered through manual and automated systems for the Upward Bound division, and maintains purchase files and records. Order, organize, and maintain all Upward Bound division and office supplies.
• Ensures efficient workflows and optimum business operations by creating a procedures manual of work processes.
• Participates in appropriate College committees, activities and events.
• Executes responsibilities in accordance with applicable laws and the College’s policies and procedures, including the Code of Ethics.
• Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
• Remains competent and current by attending professional development courses, software training classes, and courses and / or training sessions as directed by the Director of Upward Bound.
• Supports the department by performing all other duties as assigned by the Director, maintaining high levels of accuracy, a professional demeanor, appropriate levels of confidentiality, and providing excellent customer service.

Requirements

Supplemental Information

KNOWLEDGE :

SKILLS :

ABILITIES :

Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to speak clearly, hear normal auditory ranges and view large and small print. Employee must communicate with others in person and on the telephone. Must view and produce electronic documents. The employee frequently is required to sit; use fingers and hands to handle, or feel; and reach with hands and arms. The employee is required to stand, walk, stoop, or kneel. The employee must occasionally lift and / or move light weight items.

While performing the duties of this job, the employee typically works in a Upward Bound office setting. Employee is also required to access various locations in the Upward Bound division and on campus. Employee must communicate with others in person and on the telephone. The noise level in the work environment is usually quiet.