Administrative Assistant 2 - TRIO SSS and STEM-H Programs

Compensation:

$17.83 per hour

Compensation Type:

Non-Exempt

Employment Type:

Regular

Grade:

Position Summary

This position is responsible for providing administrative assistance for the operations of the TRIO SSS/STEM-H programs.

MAJOR DUTIES

• Provides customer service; answers telephones and greets visitors; provides information and assistance; refers to appropriate personnel; takes messages and makes appointments.

• Maintains financial records; reconciles monthly grant expenditures and encumbrances; prepares financial reports; processes invoices.

• Maintains office supply and equipment inventory; makes purchases as needed; coordinates student equipment checkout and returns.

• Maintains program files and records, including participant eligibility and service documentation.

• Prepares letters, memoranda, and reports.

• Maintains schedules and event calendars.

• Makes travel arrangements for staff and students; reconciles travel expenses.

• Assists with student recruitment activities.

• Assists with student application and assessment procedures.

• Serves on assigned college committees.

• Monitors computer lab; assists students and staff with computer needs.
• Plans and facilitates program events.

• Manages social media accounts and content for both TRIO SSS and STEM-H programs.

• May be required to work occasional evenings and weekends.

• Maintains program databases and related applications, including participant data entry and record accuracy.

• Assists the Director with the preparation of Annual Performance Reports for both TRIO SSS and STEM-H programs.

• Performs related duties.

KNOWLEDGE REQUIRED BY THE POSITION

• Knowledge of modern office practices and procedures.

• Knowledge of college and program policies and procedures, including applicable grant requirements.

• Proficiency in computers, Microsoft Office, and job-related software applications.

• Strong organizational and time management skills, with the ability to prioritize multiple responsibilities and meet deadlines.

• Exceptional attention to detail and accuracy in recordkeeping, financial documentation, and reporting.

• Ability to demonstrate initiative, anticipate departmental needs, exercise sound judgment, and work independently with minimal supervision.

• Strong problem-solving skills and adaptability to changing priorities.

• Skill in the use of office equipment, including computers, scanners, fax machines, and copiers.

• Excellent interpersonal, verbal, and written communication skills, with the ability to create a welcoming environment, initiate conversations, and engage confidently with students, staff, and visitors.

• Ability to work collaboratively and effectively with diverse student populations, staff, and campus departments.

SUPERVISORY CONTROLS

The Director assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES

Guidelines include college and program policies and procedures and grant requirements. These guidelines are generally clear and specific, but may require some interpretation in application.

COMPLEXITY/SCOPE OF WORK

·         The work consists of related administrative duties.  Frequent interruptions contribute to the complexity of the position.

·         The purpose of this position is to provide administrative support for the operations of the TRIO SSS/STEM-H programs.  Successful performance contributes to the efficiency and effectiveness of program operations.

CONTACTS

·         Contacts are typically with co-workers, other college employees, students, vendors, and the general public.

·         Contacts are typically to give or exchange information, resolve problems, and provide services.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

·         The work is typically performed while intermittently sitting, standing, or stooping. The employee occasionally lifts light and heavy objects and distinguishes between shades of color.

·         The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None.

MINIMUM QUALIFICATIONS

·         Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.

·         Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/ internship or having had a similar position for one to two years.

The following REQUIRED documents must be submitted with application in order to be considered. Upload all required documents under the Application Questions 2 section for "Additional Documents Required".

• Cover Letter (Required)
• Curriculum Vitae (CV) or Resume (Required)
• List of 3 Supervisor References. (Required)
• Letters of Recommendation (Optional)

EEO STATEMENT: San Juan College is dedicated to providing equal employment and educational opportunities without regard to race, color, religion, sex, national origin, disability, age, genetic, veteran's status, or on the basis of any other category protected under federal, state and local laws.