Administrative Assistant I (TRiO Achieve/Complete/Upward Bound) - Rock Valley College : Job Details

Administrative Assistant I (TRiO Achieve/Complete/Upward Bound) JobID: 2020

Position Type:

Clerical/Administrative Assistant I

Date Posted:

11/25/2024

Location:

Main Campus

Additional Information: Show/Hide

Position Title: Administrative Assistant I (TRiO Achieve/Complete/Upward Bound)

Department: TRiO Programs (TRIO)

Division: TRiO Programs (TRIO)

Employee Status: Continuous Part-Time (CPT)

Type: Support Staff Association (SSA-Union) (Grant-Funded through June 30, 2025)

Grade: 6

Salary: $20.00/hourly

ICCB Classification: Clerical

FLSA: Non-exempt

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Reporting Relationships

Reports to: Executive Director of TRiO Programs

Supervision Exercised: Supervision may be exercised over student workers

Job Summary

Under limited and regular supervision, provide basic clerical support, reception functions, word processing and data entry of both numerical and written materials and supervision to student workers. Must exercise good judgment in handling of frequent routine and infrequent non-routine day-to-day basic office duties. Assist other staff with office duties and projects as necessary. Provide excellent customer service to students, faculty, staff and others through all methods of contact. Confidentiality and discretion are required.

Provides support for various functions within TRIO grant program. Generally, serves as a contact for the day to day functions and works closely with the Executive Director to successfully carry out and evaluate the objectives of the grant program as well as educate the college community on policy and procedures related to the core business.

Essential Duties and Responsibilities include the following. Related duties may be assigned.

* Support clerical and administrative tasks associated with federal grant program.

* Arrange and coordinate travel schedule, reservations and complete travel documents for department

* Work with Colleague and TRIO Programs software to input data, track progress and success, and make regular reports.

* Professional or personal experiences in overcoming barriers similar to those confronting project participants.

* Sort and distribute mail, answer telephone, take messages and perform similar tasks.

* Coordinate supervisor's schedule and make appointments.

* Read instructions accompanying material, or follow verbal instructions from supervisor or person requesting document, to determine format desired, number of copies needed, priority, and other requirements.

* Proofread completed documents to check for errors and make corrections.

* Maintain office calendar and appointment booking system.

* Maintain accurate knowledge of resources to respond to questions of both internal and external customers.

* Complete requisitions for purchases and verify totals on report forms, requisitions, or bills and perform simple computations.

* Ensure program documents are updated

* Maintain department website

* Ability to operate printer/fax machine and perform minor preventative maintenance on office machines.

* File code and arrange filing of, completed documents as well as purge files in accordance with statutory governmental regulations and/or college guidelines.

* Attend meetings as needed and take notes, minutes/notes as necessary/assigned.

* Maintain tracking system to program expenses

* Order and maintain office and departmental supplies.

* Organize and maintain system for back-up and storage of files.

* Oversee TRIO Food Pantry

* Assist with the compilation of annual report to the US Department of Education.

* Regular attendance is expected.

* Use tact and courtesy, the ability to establish and maintain effective relationships with persons contacted in the course of work.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Minimum Qualifications

Associate's degree. One year of experience working as an office assistant at a postsecondary institution desired. Ability to read and comprehend instructions, correspondence, and memos. Ability to write correspondence. Ability to effectively present information in one-on-one small group situations to students, faculty, and other employees of the organization. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Windows, Microsoft Word, Excel, and database entry. Ability to learn and use College's and federal grant's administrative software system, as appropriate to position. Basic accounting skills. Experience in a higher education setting and working with diverse populations is desired. Ability to supervise and train student workers/volunteers to include organizing, prioritizing, and scheduling work assignments is desirable.