What are the responsibilities and job description for the Program Assistant position at CSU Fullerton Auxiliary Services Corporation (ASC)?
Gaining Early Awareness and Readiness for Undergraduate Programs (GEAR UP) strives to increase the number of underrepresented students from low-income backgrounds who are the first in their families to enter and succeed in postsecondary education. In partnership with Buena Park School District, La Habra City School District, and Fullerton Joint Union School District, the project serves a cohort of approximately 800 students beginning the 7th grade and follows their successes through high school graduation and their first year of enrollment at postsecondary education. The GEAR UP program will partner with schools, the district, local colleges, and universities to actively engage students, parents, teachers, faculty, and administrators to infuse a college-going culture for all students. Our services are designed to increase the number of students progressing and succeeding in higher education and beyond.
Under the supervision of the GEAR UP Director, Office Assistant will support and maintain student database records and tracking systems. Throughout the academic year, the Office Assistant supports the team with reviewing the accuracy and completeness of various documents received for processing including but not limited to college success plans, grant administrative forms, student verification forms, student sign-in forms, field trip permission slips and more. The Office Assistant will also be responsible for data entry and assisting the director with the annual performance report. The Office Assistant will perform general clerical and receptionist responsibilities such as answering phone calls and responding to emails. Runs errands, makes copies, crafts flyers, and drafts PowerPoint presentations. The program assistant will also support the project coordinators by creating call slips, reminder slips, and assisting during any GEAR UP events as required.
*Please be aware that funding for this position is awarded through a Grant/Contract over a specified period. Employment for this position beyond current Grant/Contract funding is contingent upon continued funding.
Assists with program coordination, such as GEAR UP Academies, college visits, cultural activities, field trips, and components of summer programs.
Assists with student programs and special events, including registration, and logistical support of the day of the event.
Assists with budget support, including monitoring the budget, submitting check requisitions, purchase orders, travel, etc. Completes budget forms.
Responsible for the day-to-day office needs and has strong knowledge of office procedures and practices.
Provides administrative support with data entry, processing of new hire paperwork for student workers, managing the database and files of participant information, and maintenance of records for the office.
Responsibly handles and manages sensitive data and information.
Provides administrative support with the development and completion of projects, reviews reports, organizes and plans activities under the direction of the Director of GEAR UP.
Assists in completing the annual performance report and other periodic updates on project activities and progress.
Assists in the tracking of program alumni and alumnae.
Composes correspondence, proofreads, and edits draft documents.
Monitors and updates department web page and social media outlets.
Coordinates translation of project materials into Spanish (if applicable/needed).
Serves as a liaison between GEAR UP and members of the campus, the community, schools, students, and parents. Has strong interpersonal and customer service skills needed to interact successfully with a diverse community of students, parents, school partners, and coworkers over the telephone, by email, and in person.
Establishes and maintains effective working relationships with the campus, the community, and corporate entities.
Other duties as assigned.
Minimum two (2) years of experience in general office, clerical, secretarial, or related work.
Experience working with databases, spreadsheets, and other related documents.
Experience monitoring budgets.
Ability to learn, identify, and independently interpret and apply a variety of complex policies and procedures.
Excellent interpersonal, and customer service skills to interact successfully with a diverse community of students, parents, school partners, and coworkers over the telephone, by email, and in person.
Skilled ability to use Microsoft Office software including Outlook.
Ability to take initiative, and complete work independently and on deadline.
Experience overcoming educational barriers similar to those confronting project participants.
Demonstrated ability to work with accuracy and reliability in managing details and confidential data.
Excellent written and oral communication skills. Demonstrated ability to prepare and
draft correspondence. Thorough knowledge of English grammar, punctuation, and
spelling.Self-motivated with the ability to multitask in a fast-paced, complex environment.
Demonstrated ability to plan, prioritize, organize and work in an efficient manner.
Skills and Abilities:
- Ability to speak and write in Spanish preferred.
- Demonstrates proficiency in written and spoken English.
- Experience monitoring budgets.
- Demonstrated coordination and interpersonal skills.
- Ability to speak in public and represent Upward Bound.
- Demonstrated organizational, time management, coordination, and multi-tasking skills.
- Minimum High School diploma or equivalent.
- Associates’ degree from an accredited college or university, preferred.
Your application will be considered incomplete without the submission of a:
- Resume
- Cover Letter
Salary : $20 - $23
