"Prog Coordinator, ETS"

The Program Coordinator for the TRIO Talent Search Program provides essential administrative and logistical support to ensure the smooth and efficient operation of program activities. Contributing to the overall success of the program by handling day-to-day operational tasks and supporting the program's mission of fostering academic achievement and college readiness while ensuring compliance with all federal regulations and grant objectives.

Minimum Qualifications: Education: Bachelor's degree is required. Experience: One year of related work experience is required.

Job Duties:

• 35% - Office Management and Support: Serve as a primary point of contact for the trio talent search office, greeting visitors, answering phones, and responding to inquiries from students, parents, school personnel, and the public. Manage incoming and outgoing mail, e-mail correspondence, and general program communication. Maintain an organized and welcoming office environment, including managing office supplies, equipment, and inventory. Schedule and coordinate meetings, appointments, and travel arrangements for program staff as needed or requested. Assist with preparation of presentations, reports, spreadsheets, and other program documents. Operate and troubleshoot office equipment (copier, printer, scanner, etc.).
• 30% - Financial and Procurement Support: Analyze, reconcile, forecast, and oversee the financial budgets and accounting program. Assist with processing purchase orders, invoices, and expense reports in accordance with institutional and federal policies. Maintain accurate records of program expenditures and assist with budget tracking. Process travel authorizations and reimbursements for staff and student trips.
• 25% - Data Entry and Record Keeping: Accurately enter and maintain student data in the program's database, ensuring confidentiality and compliance with regulations. Organize and maintain both electronic and physical student forms and files, program records, and historical data. Assist with the collection, compilation, and verification of data required for federal reporting (e.g., Annual Performance Report - APR). Track student participation in program activities and services providing monthly reports to staff.
• 15% - Program Activity and Event Support: Assist with the planning, coordination, and execution of program events, workshops, college visits and cultural activities. Prepare registration materials, handouts, certificates, and other necessary documents for events. Coordinate logistics for events, including room reservations, initiate contract agreement negotiations between University Counsel and vendors when necessary, catering, transportation, and material distribution. Assist with student recruitment efforts by preparing informational packets and participating in outreach visits when needed. Assist with student supervision on student trips, including field trips, day trips, and overnight trips as needed.
• 5% - Other Duties: Assist the Program Director and Associate Director with special projects as assigned. Attend staff meetings and take minutes as required. Maintain a professional demeanor and adhere to all institutional and federal guidelines. Perform other related duties as assigned.