Upward Bound Administrative Assistant Part Time

Appointment Length: Regular Continuous/Until Further Notice

Hiring Range: $15.00 - $15.52 per hour

Special Instructions to Applicants: For full consideration, please include a resume, cover letter and contact information for three professional references.

About this Position

Upward Bound is one of eight federally funded TRIO programs supported by the U.S. Department of Education. This position is required to work twenty hours per week and is responsible for managing administrative operations for the program while providing support to the Senior Director of SOAR and Upward Bound. This position focuses on maintaining professional office operations and procedures, managing office inventory and supplies, providing clerical and budget-related support, ensuring accurate data entry and record management within the Blumen database, and assisting with daily program operations. The role requires exceptional professionalism, strong organizational abilities, attention to detail, and excellent written and verbal communication skills.

Required Qualifications

Education:

Associate degree in business management, computer information systems, or related fields or equivalent experience.

Experience:

• Experience serving populations eligible for TRIO services which include first generation college, under-resourced, or academically at-risk.
• Minimum of three years of progressively responsible work experience.
• Experience in an office setting as an administrative assistant or similar function.

Certifications, Registrations, and/or Licenses:

Valid Oklahoma driver's license and ability to drive a 15 passenger vehicle.

Skills, Proficiencies, and/or Knowledge:

• Familiarity with OSU-OKC student population.
• Ability to communicate diplomatically, clearly and effectively, both verbally and in writing to exchange information, give/receive instructions and respond to inquiries appropriately.
• Strong organization and planning skills with the ability to handle multiple tasks and prioritize effectively with high degree of accuracy and attention to detail.
• High degree of initiative to work independently and also collaborate in a team environment.
• Strong interpersonal skills and sensitivity to a campus environment in an effort to work and communicate effectively with all students, faculty, staff and community partners.
• Demonstrated knowledge of office technologies including but not limited to: office computers, fax machines, scanners, internet, Microsoft Office (Word, Excel, Access, PowerPoint, Outlook), and CANVA or similar product.
• Strong computer skills with ability to organize information and schedules.
• Possess a positive open-minded attitude and have the ability to work closely with a various student enrollment and skill levels.
• Ability to handle confidential information discreetly in a busy student centered office.
• Excellent office management ability.
• Strong background in record keeping, budgeting, and reconciliation.
• Strong writing skills to assist students in editing papers or creating documents for Upward Bound.
• Passion for assisting customers and representing the OSU-OKC and OSU brand with positivity and professionalism.
• Demonstrated history of ethical and professional behavior.

Preferred Qualifications

• TRIO Experience either as a participant or former employee.
• Bilingual (Spanish)

Essential Job Functions

1. Develops and monitors effective office management system, which includes general office record-keeping, client and staff files, project inventory, purchasing acquisitions, evaluation records, etc.
2. Will work with Senior Director to go over program budgets on a monthly basis.
3. Will maintain Upward Bound website and make sure information is up to date. This also includes assisting with social media accounts by posting photos, sharing stories or responding to posts.
4. Assists in maintaining and supporting software on program laptops and printers. Also, coordinates all needed technical applications for assessment, financial aid, career, and tutorial services.
5. Works closely with various institutional offices to process acquisitions and maintain budget accountability (purchasing, accounting, IT, physical plant, business office, bookstore, catering, etc.).
6. Assists in the preparation of statistical reports, grants, and annual performance reports, from the Blumen database systems on a timely basis.
7. Coordinate and organize various program workshops, field trips, meals, and transportation in accordance with Upward Bound Assistant Director.
8. Work with Upward Bound Academic Coordinator to contact students for Upward Bound announcements, grade checks, or other items as needed.
9. Assist Upward Bound staff with recruiting events, managing student intake forms, assist with student interviews, and selection of students.
10. Purchase and maintain supplies and equipment as well as produce and maintain program forms and public relation materials in conjunction with the Senior Director or Assistant Director.
11. Participate in college committees as requested.
12. Completes all mandatory training and participates in a minimum of two professional development workshops each year, may include TRIO Training programs or conferences.
13. Performs other duties as assigned.

The duties listed in this job description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Working Conditions

• Work is primarily performed in an office environment with a significant amount of contact in person, by telephone and via email.
• Must be able to work flexible hours to include some nights and weekends.
• In-state travel includes exposure to outside conditions as relates to program cultural events, activities and training. Occasional overnight stay may be required.
• Occasional out-of-state travel Cultural Trip with students.

Physical Requirements

• Duties require extended periods of sitting, talking and listening.
• Duties require extensive use of computers, telephones and other office equipment.
• Requires possible lifting of up to 25 lbs. (If an object weighs more than 45 lbs., OSU-Oklahoma City requires this to be a two-person lift).

The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job with or without reasonable accommodation.

Organization

Oklahoma State University is a modern land-grant system that prepares students for success. Orange is the Answer. Through leadership and service, OSU improves the lives of people in Oklahoma, the nation and the world. OSU has more than 35,000 students across its five-campus system with students from all 50 states and around 120 nations. Established in 1890, OSU has graduated more than 264,000 students to serve the state of Oklahoma, the nation and the world.

Oklahoma State University-Oklahoma City (OSU-OKC) is part of the modern land-grant system of Oklahoma State University. OSU-OKC is a two-year public institution, offering more than 50 degrees and certificate options. Through quality education, a supportive environment, leadership training and service opportunities, OSU-OKC trains students to work and educates them to lead. OSU-OKC graduates are found throughout the community serving as police officers, firefighters, nurses, teachers, healthcare professionals and business owners. osuokc.edu

Oklahoma State University is an Affirmative Action/Equal Opportunity/E-verify employer committed to diversity. All qualified applicants will receive consideration for employment and will not be discriminated against based on age, race, color, religion, sex, sexual orientation, genetic information, gender identity or expression, national origin, disability, protected veteran status or other protected status. Oklahoma State University campuses are tobacco and vapor-free.