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Student Support Services is a Federal TRiO program that provides academic support for low-income, first generation college students and students with disabilities at Metropolitan State University of Denver. This position provides technical support to the Director of the TRiO SSS program, 2 professional staff and over 15 student workers. The position is responsible for implementing office operational procedures, providing clerical support for the Student Support Services program, acting in accordance with institutional, state, and federal guidelines to procure, maintain, and inventory office supplies and equipment; to maintain and update office budget and personnel records; to be in charge of participants’ individual files and make certain student information is entered correctly in SSS database system; to schedule facilities and coordinate logistical support for SSS events and activities; and to supervise student staff hired to assist with office coverage and data entry, and provide advising to TRiO SSS participants.
The Administrative Assistant contributes to the mission of Student Support Services (SSS) and goals of MSU Denver by providing quality customer service; developing effective communication and working relationships with all staff, offices and agencies with which the program interacts; keeping the project director and staff apprised of all on-going and new processes and of potential problems/changes. As a member of a cohesive team, the Administrative Assistant will be responsible for:
(40%) TECHNICAL SUPPORT
•Maintain a comprehensive and efficient filing system for office records.
•Use effective written communication and word processing skills to create, type, edit and submit office technical/non-technical documents forms and letters.
•Produce data for requested reports to university officials and federal agencies.
•Arrange staff travel and accommodations and prepare travel authorization for appropriate signatures.
•Manage SSS Microsoft Outlook email account for correspondence with participants and campus departments.
•Create file folder for new participants and maintain efficient filing system for all documentation of services rendered.
•Route file of prospective participants to appropriate staff for approval and ensure files are correctly stored and maintained as required by federal agencies.
•Maintain and update student information in SSS database through data entry and importing data from Banner student information system.
•Make certain that current and accurate information is entered into the system.
•Compile, analyze and submit data summaries as requested by Project Director to assist with evaluations of SSS effectiveness and required reporting to federal agencies.
•Coordinate all aspects of budgeting and accounting for TRiO SSS as required by federal, state, and university procedures.
•Monitor budget activity and track expenditures for all TRiO SSS expenses.
•Coordinate and monitor compliance with travel, expenditures, and budget transfers.
•Assist Director in preparation of budget requests.
•Continuously monitor office budget by verifying expenditure and deposit transactions posted to the university finance system and resolve discrepancies with university Accounts Payable office.
•Prepare and maintain documentation of all office expenditures to ensure compliance with university, state, federal budget regulations and policies.
•Recruit, hire, train and supervise Office Assistant student employees to assist with office coverage and other duties which include answering phones, scheduling appointments in Microsoft Outlook, greeting visitors, making appropriate referrals, collecting and distributing mail, entering data in SSS database system, and interacting with administrative staff.
•Supervise the Student Program Coordinator Position.
•Oversee scheduling facilities & coordinating events & activities of SSS including logistics, equipment, catering, speakers, & transportation if necessary, using attention to detail, good organizational skills, ability to manage multiple priorities and work well under pressure.
•Oversee the creating, editing, updating of invitations, flyers, brochures and other marketing materials as needed.
•Make certain that all events are publicized in a timely manner.
•Maintain records of all SSS student employees. Oversee time-sheet and payroll submission as prescribed by institution.
•With collaboration from SSS staff, create and implement a standard office procedure manual.
(10%) FACILITY OVERSIGHT
•Procure all office equipment, supplies, and educational materials.
•Confirm receipt of equipment and supply deliveries.
•Verify amounts and types of equipment and supplies ordered.
•Monitor distribution and usage of office supplies, ensure adequate amounts are consistently on-hand to prevent any shortages or urgent re-stocking and contact external agencies to resolve office record discrepancies.
•Negotiate and update equipment maintenance and supply contracts with vendors/distributors that have been determined to most effectively meet office needs.
•Monitor equipment operational status and request maintenance and services as necessary.
•Maintain proficient knowledge of current university, state, and federal
purchasing and requisition procedures.
(5%) OTHER DUTIES AS ASSIGNED
•Minimum 2 years of recent experience following office practices and procedures through providing clerical support.
•Minimum 2 years of experience working with an organizational budget.
•A minimum of 2 years experience with Microsoft Office products to include Word, Outlook and Excel.
•Minimum 2 years providing customer service.
•Experience managing a budget and making purchases in compliance with federal and state purchasing regulations.
• Supervision experience.
• Experience as an administrative assistant in an institution of higher education
• Prior Banner Experience or related Student Information System
• Access Database Experience.
• Familiar with campus resources to provide effective customer service.
• Experience handling logistics for event coordination.
•The successful candidate must work with and be sensitive to the educational needs of a diverse urban population.
• Prior experience working in a federally funded TRiO program.
• Experience overcoming academic barriers as a low-income, first-generation, and/or a person with a disability.
• Effective oral and written communications skills.
• Must have good organizational skills, attention to detail, and ability to manage multiple priorities and work well under pressure.
IMPORTANT: In order to be considered as an applicant you must apply via the online application system, www.msudenverjobs.com.
References refers to a list of three professional references and their contact information.
Official transcripts will be required of the candidate selected for hire.
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