Manager, Administrative
Job Summary
The Office of Undergraduate Studies invites applications for the Administrative Manager for TRIO Programs. From admission to graduation, the units of the Office of Undergraduate Studies at the University of Utah provide every student with an exceptional educational experience that empowers them to lead transformational lives wherever their educational and professional futures take them.
Reporting to the Director of TRIO Programs, the Administrative Manager supports the day-to-day efforts of both the TRIO Student Support Services and TRIO Upward Bound programs. The position provides administrative and data entry support to a director and other full-time and part-time staff. Responsibilities include records management, scheduling, financial/budget management, space reservations, and other administrative and clerical duties. The position supervises two or more part-time student staff.
Responsibilities
- Reception: Greets students and visitors; notifies staff of visitors; answers incoming phone calls and appropriately directs inquiries; refers students to other offices when appropriate; takes messages and delivers to staff.
- Supports the director with scheduling appointments and meetings.
- Payroll: Submits and updates DJOBS for staff; tracks and/or confirms hours worked for hourly employees; enters and/or edits payroll information (MyTime); coordinates with other departments regarding employees with multiple assignments.
- Purchasing, Bookkeeping, and Budget: Oversees funds for all projects and activities within TRIO; purchases goods and services needed by projects; uses appropriate account numbers and chartfields, prepares campus orders, purchase orders, payment requests, etc.; makes journal entries for internal (in office) account books for federal projects and other TRIO accounts; reallocates purchase card purchases monthly; assists the director with reconciliation of internal account books with University accounting records; maintains appropriate files and records (audit trail) of all expenditures.
- Student Record Keeping: Maintains records of students selected and served by projects. Accesses PeopleSoft and NavigateU student system for tracking student progress. Enters data (or supervises data entry by student employees) regarding students and student services into a spreadsheet or database; prepares and/or assists with statistical reports. Assure mailing lists, etc., are up to date.
- Staff Supervision: Supervises part-time and temporary office staff. Provides direction and training; plans and schedules clerical assignments; reviews work for accuracy when necessary.
- Equipment and Supplies Inventory: Maintains current inventory of project equipment and supplies; purchases basic office supplies; ensures adequacy of inventory; arranges for and schedules equipment maintenance; maintains records of equipment.
- Travel and Special Event Arrangements: Makes travel arrangements for staff and participants for conferences, college tours, etc.; coordinates and arranges for transportation, hotel, meals, facilities, entrance fees, etc., for participant activities and events.
- Facilities Arrangements: Coordinates with other staff to ensure scheduling of classrooms, meeting rooms, dining services (especially during summer program), etc.
- Filing: Files or supervises filing of documents, purchase records, student files, etc.; maintains appropriate and retrievable filing systems within the office.
- Preparation of Proposals and Reports: Assists the director and/or other staff with preparation of grant proposals and APR reports. Supervises maintenance of information, databases, etc., necessary for reporting. Assists with the preparation of narrative and statistical reports required by the US Department of Education. Prepares or assists with the preparation of other reports for internal or external use or distribution.
- Box Drive: Oversees all file, image, and document placement on the departmental network drives.
- Office Cleanliness: Lead efforts to ensure office cleanliness and organization is a shared responsibility.
Other Functions
- May prepare or assist with publication of project newsletters, including summarizing other materials, composing short articles, typing, editing, layout, etc., in preparation for publication.
- Support TRIO event set-up and takedown.
- Updates brochures, forms, staff/student manuals, and other items for distribution.
- Attends every staff meeting; takes minutes.
- May represent Director, other staff, or TRIO in general at university meetings.
- Handles inquiries regarding program eligibility, services, & requirements of participants.
- May contact current students to schedule appointments, notify them regarding activities, assist with problems, etc.
- Assists the director and other staff with various projects or responsibilities, as necessary.
- Assumes other appropriate duties as assigned, takes initiative for other tasks.
- Establishes procedures for essential departmental functions (office forms).
Minimum Qualifications
Bachelor's degree in Business Administration or related area, or equivalency (one year of education can be substituted for two years of related work experience); eight years of progressively more responsible management experience; and demonstrated leadership, human relations, and effective communications skills required.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Preferences
- Experience with TRIO program or similar educational programs serving first-generation and or low-income populations.
- Experience working with college access programs for high school students.
- Administrative experience with federal grant programs and grant compliance, including developing and administering budgets.
- Bi-lingual
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