Office Manager/Program Analyst

Job Summary

To provide administrative support to the office of Title III programs. Track equipment inventory for Title III grants.

Job Duties & Responsibilities

Clerical Responsibilities

• Facilitate all clerical matters pertaining to the Title III Office; Attend all Title III meetings and prepare, transcribe meeting minutes. Distribute agendas and/or minutes of associated meetings.
• Send notices and reminders to Activity Directors for all Title III Meeting, Workshop and/or trainings. Send reminders to the Title III staff – timesheet submission.

• Coordinate and schedule meetings for the Title III Director and office staff; Maintain calendar, schedules, appointments and meetings, events and/or other similar activities. Responsible for maintaining the Title III OneDrive and Teams account.
• Update shared Title III calendar in Microsoft Outlook with entry of all Director’s meetings/appointments, Title III established deadlines, workshops, seminars, and other Title III related events as informed of date (real-time);
• Prepare schedules for Mid-Year and End-of-the-Year External Evaluations;
• Make all travel and accommodation arrangements and prepare travel reimbursements for the Title III Director.
• Responsible for the receipt of and stamp in of all incoming documents and the transmittal of all outgoing documents. Check campus and off-campus mailboxes daily and maintain log of all mail received; Answer telephone, screen callers, relay messages, and greet visitors; Daily check the Title III Email Account and distribute information to appropriate staff members;
• Organize all Title III records and files both past and present in a retrievable system;
• Prepare requisitions and consultant forms, order supplies, equipment, and other services; Pick up and deliver materials as required; Coordinates the servicing of equipment, when needed; Follow through on requests to completion;

• Create workshop evaluation forms; Create and distribute surveys for improvement of process and trainings;
• Provide assistance to Title III Activity Directors; Provide orientation for new Title III Activity Directors; Create or implement a best practice for activity directors; Collect all required Title III reports and keep record of submissions; Monitor the progress of activity performance such as the timely submission of annual, monthly, quarterly and interim reporting.
• Develop the grant startup packets for October 1st of each grant year; personnel roster, PAF forms, Banner access, Budget coding forms, Grant information data form.
• Provide program support; compile and disseminate program materials and documents, including all proposals/reports; assist with preparation of the annual submission of grant applications to the U. S. Department of Education; assist with the preparation of office reports at all times;

• Maintain electronic database of all monthly and inventory reports and documents for all Title III activities.
• Property Record Keeping – Conduct inventory control audits and site visits of Title III activities. Maintain electronic (database) and paper records of findings and prepare associated monthly equipment inventory reports with recommendations. Store inventory of all Title III equipment and/or resources on the Banner system or other inventory related software. Prepare reports and keep Director abreast of any problem pertaining to the Title III resources.
• Properly store inventory of all Title III equipment such as laptops for loaner program. Keep a log of check out equipment and make contact with loaner when equipment is scheduled for return.
• Review requisitions to ensure entrance of new inventory items into appropriate inventory system or database. Coordinate with the Coordinator of Budgets to keep records of all Requisitions, Purchase Orders and Completion Reports of all equipment and supplies.
• Meet monthly, as needed with identified Inventory Specialist within each Activity and personally inspect, observe, and monitor all Title III equipment/supplies. Meet regularly with the University Property Control Director to compare Title III inventory records to those on the University’s system. Manage inventory and fixed assets records.
• Keep records of all lost, stolen and depleted equipment both past, present and future. Ensure used and outdated equipment is transferred to property and receiving.
• Remain in compliance with Property and Receiving by conducting annual asset inventory checks. Ensure account for equipment purchased under $1000 such as printers, cameras, scanners, etc. Keep a log of all the items purchased within the grant year. Send reminders to Activity Director to order equipment and supplies.
• Track depletion of all Title III supplies. Keep a log of all signed Transfer Property Forms; Keep a log of all signed Property Away from Campus Forms and ensures that property is returned to campus by the designated date of return;
• Review all Monthly Inventory Reports to ensure that the appropriate information has been record properly, such as: Location- Building and Room number, PR#, PO#, T3#, State #, Model #, date received, signature and date of Activity Director, etc.;
• Provide inventory technical assistance workshops for Activity Directors. Create inventory guides and best practices for maintaining inventory.
• Perform any other duties requested and assigned by the Director, and perform all duties in a timely manner.

Qualifications

Minimum:

• A Bachelor’s degree in Business or related field
• Strong oral and written communication skills
• Excellent organization skills
• Proficient with Microsoft Office Suite tools (e.g. PowerPoint, Word, Excel, etc.)

• Banner
• Canva

Supplemental Information

Applications without the following will not be considered complete.

• Cover Letter
• Resume
• Transcript(s) if applicable
• Curriculum Vitae if applicable

State As a Model Employer