The TRIO SSS Administrative Assistant will work closely with both the SSS Director and SSS Advisors to ensure the program is producing high-quality services and support systems for the students served. The Administrative Assistant will assist in the overall operations of the SSS program, housed in the Student Success Center at Loyola University. The Administrative Assistant will oversee the spending of budget finances, maintain student files and records, recruit, coordinate data collection to meet grant objectives and develop reports for college personnel. THIS POSITION IS A GRANT-FUNDED POSITION.
 Recruit and assess qualified students for the Student Support Services program.
Assist with TRIO Intake Interviews and TRIO enrollment process as needed
Establish and maintain student data records via online database and electronic file folders
Assist with grant and budget compliances per federal regulations
Use online database to compile annual performance reports for federal compliance as well as departmental data reporting. 
Maintain efficient and timely accurate responses to internal and external inquiries via phone, virtual platforms, email, and in person
Participate in SSC cross training to develop knowledge in other functional student success departments in order to provide integrated and comprehensive information to students, staff, and visitors
Create, revise and update procedures needed for program services and to comply with federal report requirements. 
Oversee TRIO calendars, including scheduling appointments and maintaining record of deadlines.
Maintain organization of Google shared documents/drives.
Assist with updating and maintaining the TRIO SSS website.
Manage office supply inventory and place orders for supplies as necessary.
Assist TRIO staff with projects and events. This includes coordinating events, completing room reservations, coordinating logistics, establishing goals, and outcomes.
Assist the TRIO Director with coordinating and managing travel arrangements for professional development programs
Review all incoming correspondence and direct correspondence to the appropriate individual.
Review all outgoing correspondence for accuracy and forward in a manner which assures timely receipt.
Attend college meetings and trainings as needed
Perform any other duties as assigned by the Project Director.

Additional Responsibilities:
Knowledge of assessment and data collection. 
Knowledge of maintaining filing sensitive files via systems, both electronic and physical.
Record and maintain up-to-date financial records.
Monitor and analyze budget data and generate reports monthly or as needed.
Process payments including purchase orders and departmental transfers in compliance with university policies and procedures.
Manage and process TRIO SSS revenue and related expenses
Other duties as assignedHigh School Diploma/GED required 
Minimum two years of experience as a administrative assistant and/or logistical management
Proficient in the use of MS Office Suite, Adobe and Google Suite. 
Ability to respond appropriately and with good judgment when assisting with students, faculty, staff. and members of the community in sensitive and confidential matters.
Excellent oral and written communication skills.
Strong organizational skills and attention to detail in a fast-paced office.
Clear understanding and management of budget.
Ability to establish a positive rapport with students, parents & families, staff & faculty.
Ability to develop, maintain and foster congenial and productive working relationships with all University constituents.
Ability to store and maintain confidential information. 
Experience with TRIO Student Support Services programs or equivalent programs for disadvantage and at-risk college students strongly preferred 
Ability to multitask and prioritize assignments and maintain professionalism with internal and external visitors in a high traffic department. 
Must be able to show evidence of strong writing and administrative skills.
Preferred Qualifications: Associates degree or Bachelor’s preferred. Additional years of experience in lieu of a degree will be considered. Previous experience with grant writing/reporting preferred.

PHYSICAL REQUIREMENTS:
Ability to perform the essential functions of the position with or without reasonable accommodations.