The Administrative Assistant assists the Executive Director with the effective planning and smooth implementation of tasks associated with the mission of Upward Bound, i.e., to motivate and prepare selected high school students to experience success in high school and higher education until graduation.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Provides comprehensive administrative support in daily activities for the department faculty and staff. Maintains email distribution lists and shared calendars; manages/tracks invoice payments, purchasing of office supplies, conference/ travel arrangements and expense reimbursements; answers telephones, manages mail, makes copies, files, maintains general office supply inventory, and submits facilities service requests.
Creates, composes and edits documents in both Spanish and English as needed, presentation and reports. Creates and maintains databases. Maintains filing records for faculty, events, student information, programs, and/or course schedules. Assembles and disseminates information as requested for internal and external individuals or organizations including student attendance records and academic progress.
Handles all of the finances for the program, including processing check requests, reconciling credit card statements, reviewing inventory, purchasing resources and overseeing all other financial matters.
Plans, arranges and secures resources and logistical details of events or meetings by securing room(s), virtual resources and managing digital requirements. Provides support for set-up/execution, distribution of materials, catering and any other related planning details while ensuring all plans are executed appropriately.
Greets and maintains contact with all students, parents, alumni, and others are seeking information from the office via email, telephone, or in-person communication in English and Spanish as needed. Answers, responds to, and redirects all incoming telephone calls as well as general office email, faxes, mail, and packages; including all print, digital, and video resources and maintains professional appearance of office.
Provides support to faculty, staff and students for day-to-day operations as well as special projects or assignments.
Assists with department newsletter creation and distribution, and provides the office's contribution to the newsletter. Creates marketing materials and ensures accuracy for department website, print and social media posts for events and programs.
Provides support to department faculty and students to manage time-sensitive projects and to ensure priorities are handled with a high degree of professionalism and confidentiality
Prepares and completes all necessary paperwork for hiring and onboarding new employees and supervises student workers/tutors to include time and attendance.
Performs other duties as assigned.
EDUCATION:Associate's degree required; bachelor's preferred.
QUALIFICATIONS:
Three to five years successful experience in a related position of responsibility.
Must possess effective interpersonal, oral, and written communication skills with the ability to compose letters, proofread documents, greet visitors in a warm and welcoming manner, answer telephones in a polite manner; work well with others, develop forms, etc.;
Must be able to work on Saturdays during the academic year when participants have pre-college classes.
Must clear and maintain a favorable background investigation.
Must have valid driver's license, motor vehicle liability insurance and personal injury insurance; or have a self-reliant source of transportation to conduct business on a daily basis
Must perform work with a high level of accuracy;
Ability to speak, read, and write Spanish is highly desirable
Ability to maintain confidentiality.
Ability to present a professional image and communication style.
Proficiency with social media is preferred.
PHYSICAL DEMANDS:While performing this role, the employee will be regularly required to sit, walk, and stand; talk and hear, both in person and by telephone; and use hands repetitively to operate standard office equipment; and occasionally required to lift up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
