Administrative Assistant, Talent Search/Upward Bound

S0400P

Support Staff

B22

128

Administrative Assistant, Talent Search/Upward Bound

Grant Funded

Staff - Full Time

Support Staff

Non Exempt

The Talent Search/ Upward Bound Program Assistant will work with the projects Directors and other members of the projects’ staff to effectively and harmoniously provide services to program participants. This individual will work with disadvantaged students as well as faculty, the staff at Prairie State College and at target schools. This individual will assist with the preparation of all monthly, quarterly and annual reports. Maintain all student and program records in files. Maintain the program’s database and provide formative and summative reports to the Project Directors. This individual will assist the directors in monitoring activities and collaborative efforts in accordance with the project’s established goals and objectives. This individual will support the Directors to ensure that all aspects of record keeping and program planning, development, and evaluation are in place to maintain compliance.

Director, TRIO Educational Talent Search/TRIO Upward Bound

• Work with the Directors and the program’s Academic Advisors/ Coordinator to ensure that the goals and objectives of the TS/UB project are met.

• Monitor program participants and be responsible for the day-to-day maintenance of TS/UB participant’s files-hard copy and data based.

• Provide professional support and assistance in activities designed to assist TS/UB participants and parents related to participating students’ secondary and post-secondary school admissions, financial aid, academic advising, registration, orientation, graduation, and overall guidance in an effort to meet program participants’ needs.

• Help with the coordination of programming relative to the TS/UB Project, particularly those related to recruitment, retention.

• Support and participate in both in-and out-of-classroom lives of TS/UB participants in an effort to enhance their development and learning experiences.

• Maintain detailed records of all aspects of students’ progress including academic, social, personal, etc., that would aid, or impede their overall success.

• Assist the Directors with completing the programs’ Annual Performance Report.

• Performs a variety of clerical and general support functions that are primarily routine in nature but require the knowledge of the general operating procedures of the office.

• Maintains and orders office supplies and materials needed for Upward Bound and Educational Talent Search activities/events and personnel.

• Assist and Participate with planning college tours, meetings, special events,overnight trips, training, etc.

• Performs other duties as assigned within the scope of the department, consistent with the role of this position.

• Assistance with maintaining an annual budget.

• Build and maintain a positive working relationship with TS/UB schools, faculty, counselors, administrators, and parents/guardians to assist program participants with academic advising, counseling, referral, and information services.

• Coordinates large-scale, complex projects. Ensures that project needs are identified, detailed plans are outlined, projects are initiated and coordinated, and work is delegated or assigned.

• Coordinates travel arrangements, transportation, lodging, conference registration, travel authorizations, and processes all travel and expense reimbursement requests. Provides logistical support for special events, as assigned, including communications, hospitality, facility reservations, and scheduling.

• Trains and supervises student assistants; determine the methods and procedures by which student work is to be accomplished; completes Performance Evaluations or verifies that direct supervisors have completed Performance Evaluations. Runs monthly student timekeeping reports as needed for payroll processing.

Employee is subject to indoor work, protected from weather conditions. Work is sedentary in nature and involves exerting up to 10 lbs. of force occasionally and/or a negligible amount of force frequently/constantly in order to lift, carry, push, pull or otherwise move objects.

• Bachelor’s degree in secretarial, clerical, business, and/or office management is required.

• A minimum of three years successful office experience with extensive word processing; postsecondary education may be substituted for required experience at the rate of one year of education for one year of experience.

• Demonstrated sensitivity and experience with students from low-income, disadvantaged educational backgrounds.

• Demonstrated ability to assist students in a culturally diverse environment.

• FAFSA knowledge and experience in financial aid and financial literacy.

• Working knowledge along with comfort level in assisting students with college and university admissions along with financial assistance processes.

• Proven commitment to target participant population.

• Ability to work in teams.

• Ability to maintain confidentiality

• Experience working with TRIO Programs or other programs designed to provide support to under-represented student populations.

• Experience working in a community college.

• Working knowledge of Title IV-Federal Financial Aid.

• Outstanding programming skills designed at enhancing the quality of the academic and personal lives of low-income and first-generation students.

• Experience with Colleague.

$40,952- $61,427. All candidates are hired at the mid salary range.

03/11/2025

Yes

All applications must be submitted electronically.