Administrative Assistant, TRiO Upward Bound - Metropolitan State University of Denver in Denver Colorado

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Metropolitan State University of Denver

Denver, Colorado 80217


United States
(A00554)

Categories

Detailed Job Description

High School Upward Bound is a Federal TRiO program that provides services
for low-income, first generation high school students at Denver Public Schools. This position provides technical support to the Director of the TRIO Upward Bound program, 2 professional staff and over 10 student workers. The position is responsible for implementing office operational procedures, providing clerical support for the Upward Bound 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 Upward Bound database system; to schedule facilities and coordinate logistical support for Upward Bound events and activities; and to supervise student staff hired to assist with office coverage and data entry, and provide advising to TRIO Upward Bound participants.

This is a federal grant funded position. The current grant will end on 08/31/2017. At that time a new grant will be written and submitted to the Department of Education.

Duties/Responsibilities

The Administrative Assistant contributes to the mission of Upward Bound 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:

(30%) 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 Upward Bound 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 Upward Bound database through data entry.
•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 Upward Bound effectiveness and required reporting to federal agencies.

(15%) ACTIVITIES
•Assist in the coordination and logistics of the Upward Bound Scheduled activities, such as college campus visits, tours, and other trips for project participants as related to federal regulations governing required program activities in the realm of education, cultural, and social areas.
•Oversee scheduling facilities & coordinating events & activities of Upward Bound 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.
•Make certain that all events are publicized in a timely manner.

(30%) BUDGET
•Assists in the coordination of all aspects of budgeting and accounting for TRIO Upward Bound as required by federal, state, and university procedures.
•Monitor budget activity and track expenditures for all TRIO Upward Bound 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.

(10%) SUPERVISION
• Assist in the recruitment, hiring, training, and supervision of 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 Upward Bound database system, and interacting with administrative staff.
•Oversee the creating, editing, updating of invitations, flyers, brochures and other marketing materials as needed.
•With collaboration from Upward Bound 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

Required Qualifications

•Bachelor’s degree or equivalent combination of education and experience (one year of education is equivalent to two years of experience).

•Minimum of two years of experience providing customer service

•Minimum of two years of experience following office practices and procedures.

•Minimum of two years of experience providing clerical support.

•Minimum 2 years of experience working with an organizational budget.

•A minimum of three years of experience working with Microsoft Office Suite Products (Word, Excel, Power Point, and Outlook).

•One year supervisory experience.
•Experience managing a budget, making purchases and reconciling expenses.

•Experience creating reports.

•Experience maintaining organized files and filing system.

Preferred Qualifications

• Bachelor’s degree in Education, Human Services,Psychology, Social Work, Business, or closely related field.

• Ability to run queries and reports utilizing Banner finance system and Microsoft Access database.
• Familiar with campus resources to provide effective customer service.
• Experience handling logistics for event coordination.
• Prior experience working in a Federally funded TRIO program.
• Experience overcoming academic barriers as a low-income, first-generation, and/or disabled student.
•Effective oral and written communications skills.
•Must be detail oriented, organized and an ability to manage multiple priorities.
•Prior experience working in a federally funded program in compliance with Federal rules and regulations.
•Experience or ability to work practicing rules of confidentiality.

Special Instructions to Applicants

IMPORTANT: in order to be considered as applicant YOU MUST FILL OUT THE APPLICATION AT https://www.msudenverjobs.com. If you have a Bachelors degree, Official Transcripts will be required of the candidate selected for hire.

Please note: References refers to a list of names and contact information of three or more professional references.

In your cover letter and your resume please specifically indicate how you meet the required and preferred qualifications listed in the position description as appropriate.

The current grant will end on 08/31/2017. At that time a new grant will be written and submitted to the Department of Education.

Keyword Phrases

  • Upward Bound - High School
  • Administrative Assistant, TRiO Upward Bound
  • Diverse institution
  • Urban environment
  • Comprehensive college offering bachelors & masters
  • Program Administrators and Coordinators
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Employment Type:Administrative Staff
Degree Required: Bachelors
Experience: See Job Description
Level of Job: Other
Salary: Not Specified
Type of School:4 - Year / Masters Institution
Application Requirements: CV/Resume
Cover Letter
References
Transcripts