GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES

Provides direct assistance to the Upward Bound Director for the daily programmatic and administrative operation of program with emphasis on fiscal management and compliance issues.

Manages multiple aspects of program's admission process according to Federal and State mandates. Coordinates and performs administrative / clerical activities necessary for program functions.

Inputs data into computer system and manages complex filing systems. Provides periodic clerical support to the staff. Responsible for keeping staff meeting minutes and distribution of announcements.

Supervises and assigns clerical duties to office assistant and student staff. Trains and supervises student employees and work / study students on day-to-day operation of the program.

Screens appointments and telephone calls for program. Monitors program's budget and meets regularly with Director to review and update on budgetary items.

Follow the University's best practices to build and / or support student academic success and retention and assist in meeting strategic objectives for persistence and timely graduation of all the student population.

SUPERVISION RECEIVED : Director, Upward Bound Program

DIRECT REPORTING STAFF : Office Assistant, Work-Study Students, Non-Work-Study Students

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES :

• Provide significant assistance to the Upward Bound Director in the management of all budgetary and fiscal issues. Duties include but are not limited to A) monitor, track, and reconcile budget items;
• B) maintenance of all program financial records; C) maintenance of all budget information; D) analysis of data and information to provide reports for internal and external purposes;

E) assist with recommendations for processing the program's budget; F) regular meetings to provide accurate and timely budget and financial status reports and information to the Director.

Assist the Director in matters pertaining to programs expenditures including but not limited to A) processing the details associated with each expense;

B) assisting in the development of projections and spending patterns; C) providing oversight of program expenses; D) providing timely and accurate reports and recommendations to the Director.

• Collect student data necessary to analyze and evaluate success of services to Upward Bound Program Participants. Updates APR official files and records of active and inactive Upward Bound Program Participants in student cohort groups over the previous six years.
• Develop and revise office procedures to better manage the workflow, the collection and exchange of data and information, and the organization of electronic and paper files.
• Provides assistance to the Director and other program staff to maintain compliance with applicable laws, rules, policies and procedures.
• Conduct inventory of program needs and assess purchasing possibilities within program guidelines; order supplies as needed.
• Provide administrative / clerical support to the staff pertaining to relevant program issues including recruitment activities.
• Prepares travel accommodations for Upward Bound, reserve rooms, conference registrations and airfare, process travel authorizations and expense reports according to standard procedures to ensure staff is reimbursed for travel expenses.
• Maintain program's recruitment schedule and activities for Director and program staff including coordinating the assignment of middle and high school visits.
• Process bulk mailings and monitor all program correspondence to ensure the timely response of the program to both internal and external entities.
• Organize all mailings, paperwork and prepare annual recruitment data and report to Director.
• Supervise Office Assistant and student employees.
• Assist the Director in researching and gathering statistics for Federal and State Grants and Program's Annual Performance Reports.
• Assist Director and program staff in preparing and filing grants.
• Develop, format, and create spreadsheets and other computing tools used in compiling data for reporting program activities.
• Act as Secretary / Receptionist for the Upward Bound and related programs.
• Perform all time and attendance functions for Upward Bound.
• Maintain confidentiality of information pertaining to Program applicants and participants.
• Request yearly transcripts of all current and past Upward Bound Program Participants for the APR. Respond to telephone, email and in-person inquiries regarding acceptance and eligibility requirements to the program.
• Presents weekly staff agenda for staff and other program meetings.
• Monitor calendars for the project director and others as directed. Schedule meetings and types of agenda and records and types of minutes.
• Compose correspondence for routine letters such as requests for information, confirmation of meetings, etc.; type materials of more than average difficulty from the rough draft or straight copy for the Upward Bound Staff.
• Maintain and prepare all statistic and fiscal data for interim and closing reports for granting agencies.
• Attends training to remain current in all areas needed in order to effectively complete job with accuracy and serve on committees as requested by the director
• Performs other related duties as assigned.

QUALIFICATIONS REQUIRED AT HIRE :

• Knowledge of the principles and practices of office management.
• Knowledge of the methods of general report writing.
• Knowledge of the methods used in the preparation of charts, graphs and tables.
• Knowledge of the types and uses of general office equipment.
• Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
• Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.
• Ability to follow written and oral instructions.
• Ability to gather information through questioning individuals and by examining records and documents.
• Ability to write concisely to express thoughts clearly and to develop ideas in logical sequence.
• Ability to assemble items of information in accordance with established procedures.
• Ability to determine proper format and procedure for assembling items of information.
• Ability to prepare general reports.
• Ability to maintain accurate records.
• Ability to prepare and use charts, graphs, and tables.
• Ability to communicate effectively in oral expression.
• Ability to give written and oral instructions in a precise, understandable manner.
• Ability to deal tactfully with others.
• Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and / or economic backgrounds.
• Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources;
• controlling work through periodic reviews and / or evaluations; determining subordinates' training needs and providing or arranging for such training;

motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.

• Ability to exercise sound judgment.
• Ability to exercise discretion in handling confidential information.

QUALIFICATIONS ACQUIRED ON JOB :

• Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
• Knowledge of the proper telephone procedures for making and receiving agency calls.
• Knowledge of the types and uses of agency forms.
• Knowledge of the laws, rules and regulations governing the state personnel system.
• Knowledge of state budgetary procedures relating to positions, salaries and personnel services.
• Knowledge of the laws, rules, policies and procedures governing Federal Grant Administration.
• Knowledge of state procedures governing the purchasing and requisitioning of supplies and equipment.
• Knowledge of state accounting and budgetary procedures including terminology.
• Knowledge of the principles, practices and techniques of supervision.

MINIMUM ENTRANCE REQUIREMENTS

Applicant must have at least (A) two years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions : purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management contract administration or program management, or (B) any equivalent combination of the required experience

LICENSE AND / OR CERTIFICATION REQUIRMENTS : None

REMARKS : None

Additional Information :

Department : Upward Bound

No. of Positions -1

Internal / External- X

Grant-Funded -X

Salary : $52,449.02 - $73,712.34

Hours : Monday - Friday, 8 : 30am - 4 : 30pm or 9 : 00am-5 : 00pm

Grade : -15

Union : AFSCME

Benefits : AFSCME

Applicants must be authorized for employment in the U.S. on a full-time basis. Employment-based visa sponsorship not available.

To apply, please submit a letter of interest, current resume and the contact information for three professional references.

The deadline for internal applicants is April 18, 2024.

Last updated : 2024-04-24