Upward Bound Office Assistant-Extra Help

Job Summary

The Upward Bound Office Assistant provides administrative, clerical, and operational support for the South Arkansas College Upward Bound Program. Under the direction of the Upward Bound Director, the Office Assistant assists with office operations, student records management, data entry, scheduling, communication, event preparation, attendance tracking, and maintenance of program documentation.

The position supports program operations serving eligible secondary school students while maintaining compliance with institutional policies, federal grant requirements, confidentiality standards, and FERPA regulations. This position is governed by state and federal laws and institution policy.

Compensation: $12 per hour.

Supervisory Responsibilities

Office assistant will report to Upward Bound Director or designated staff for direction and needs.

Duties And Responsibilities

Administrative Support

• Provide front-office administrative support for the Upward Bound Program.
• Answer telephone calls, greet visitors, and route inquiries to appropriate staff.
• Prepare correspondence, forms, reports, letters, and program documents.
• Maintain orderly electronic and paper filing systems.
• Assist staff with copying, scanning, mailing, and document distribution.
• Schedule meetings and appointments for program staff as directed.
• Maintain program calendars and assist with scheduling program activities.
  
  

Student and Family Communication

• Communicate routine program information to students, parents, guardians, and partner schools.
• Distribute program announcements, reminders, schedules, and informational materials.
• Maintain current participant contact information.
• Assist with communication related to workshops, academic activities, college visits, summer programming, and special events.
  
  

Records and Documentation

• Maintain participant files in accordance with established procedures.
• Collect and organize required participant documentation.
• File eligibility, attendance, participation, and academic records.
• Maintain electronic and physical records in accordance with institutional record-retention requirements.
• Assist staff in preparing documentation needed for grant reporting and compliance review.
  
  

Recruitment and Enrollment Support

• Assist with preparation of recruitment materials.
• Support recruitment activities by preparing student packets, applications, and informational materials.
• Track receipt of required participant forms and supporting documents.
• Maintain recruitment and applicant records under staff supervision.
  
  

Attendance and Participation Tracking

• Record and maintain attendance documentation for Upward Bound activities.
• Track participant involvement in program services and activities.
• Organize attendance records for staff review and reporting purposes.
• Assist with documentation supporting participant stipends when applicable and approved.
  
  

Event and Activity Support

• Assist with preparation for workshops, Saturday Academies, summer programming, parent meetings, college visits, and special events.
• Prepare participant materials, sign-in sheets, name tags, and resource packets.
• Assist with room reservations and event logistics.
• Support event setup, registration, and breakdown activities.
  
  

Data Entry and Reporting Support

• Enter and update participant information in approved databases and recordkeeping systems.
• Verify data entries for completeness and accuracy.
• Generate routine reports as requested by program staff.
• Assist in compiling supporting documentation for required institutional and federal reports.
  
  

Office Operations

• Maintain office supplies and submit supply requests as directed.
• Organize shared office resources and materials.
• Assist with inventory tracking for program materials and supplies.
• Support routine purchasing documentation as authorized by the Director.
  
  

Confidentiality and Compliance

• Maintain confidentiality of participant, family, academic, and program records.
• Comply with FERPA, South Arkansas College policies, and applicable federal regulations.
• Protect physical and electronic records from unauthorized access.
• Use approved systems and procedures when handling participant information.
• Report suspected privacy breaches or recordkeeping concerns through established channels.
  
  

Other Duties

• Adhere to all College policies and procedures.
• Perform other job-related duties as assigned by the Upward Bound Director.
  
  

Skills And Abilities

Knowledge

• General office procedures and practices.
• Records management principles.
• Customer service practices.
• Data-entry procedures.
  
  

Skills

• Written and verbal communication.
• Organization and time management.
• Data entry and recordkeeping.
• Document preparation.
• Customer service.
  
  

Abilities

• Maintain confidentiality.
• Follow detailed procedures.
• Prioritize multiple assignments.
• Work independently and as part of a team.
• Maintain accuracy and attention to detail.
• Interact professionally with students, families, schools, and staff.
  
  

Required Education And Experience

• High School Diploma
• One year of clerical, administrative support, customer service, records management, or related experience.
• Current College students with 15 hours earned.
  
  

Preferred Education And Experience

• Associate degree or coursework in business, office administration, education, or a related field.
• Experience in an educational setting. Experience supporting federally funded programs.
• Experience working with youth programs. Experience maintaining confidential records.
• Experience using databases or electronic recordkeeping systems.
  
  

Physical Requirements

Sitting for extended periods. Computer and keyboard use. Standing and walking intermittently. Occasional lifting and carrying of office supplies, files, or program materials. Event setup and breakdown activities.

Application Agreement

Applications will be accepted until the position is filled. Applications are subject to the Arkansas FOIA. South Arkansas College is an Affirmative Action/Equal Opportunity Employer. South Arkansas College does not discriminate on the basis of race, sex, color, religion, national origin, age, handicap, or veteran status in the provision of educational or employment opportunities or benefits.

The college is in compliance with titles VI and VII of the Civil Rights Act of 1964; title IX of the Educational Amendments of 1972; Section 504 of the Rehabilitation Act of 1973; and the Americans with Disabilities Act of 1990 (ADA), and all other federal and state laws related to equal opportunity practices.

Chosen Candidate will be required to submit to a criminal background check and have acceptable background results, provide any certificates of training (if the candidates possess any) or Licenses, Official Transcripts (for positions requiring undergraduate or graduate education), must have a clean driving record and must complete all new hire paperwork prior to starting work. This is a safety-sensitive position and is subject to drug testing.

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