Office Assistant, Student Support Services Grant
Job Title: Office Assistant, Student Support Services Grant
Status / FLSA Status: Nonexempt *dependent upon grant funding/grant performance from the U.S. Department of Education
Classification: Classified (Clerical Services I)
Department: TRIO-Student Support Services
Reports To: Director, TRIO-Student Support Services Grant
Location: Macomb Campus
Date Reviewed: November 2021
Date Updated: November 2021
The TRIO-Student Support Services Grant Project Assistant performs clerical services for the TRIO-Student Support Services Grant project. Coordinates information required by all regulating agencies.
1. Performs reception duties such as screening and receiving visitors and incoming telephone calls. Serves as a resource person for students by answering questions about programs or directing questions to appropriate person and/or department.
2. Performs clerical duties including, but not limited to, calendar maintenance, meeting coordination, filing, and proofreading; uses a variety of office and administrative software tools to produce correspondence and spreadsheets, maintain databases, and create purchase requisitions; prepares office mailings, prioritizes and/or distributes incoming departmental mail.
3. Maintains, monitors, and inputs information into the student database system including yearly information, demographics, monitoring the active student list and entering prior year participant information.
4. Obtains and secures confidential student information on the program’s database and grant participant files while protecting the confidentiality, security, and permanency of such records.
5. Assists grant director with the preparation for the required annual progress report to the United States Department of Education.
6. Orders office supplies and maintains inventory of learning resources, supplies and equipment. Completes an annual review of the inventory.
7. Assists grant director with maintenance of budget records, development of reports, tracking, and monitoring.
8. Assists with daily operations of grant project including, but not limited to, maintaining tutor schedule, assisting students in the computer lab, assisting with student orientations and student activities, and managing textbook and instructional aides lending library.
9. Assists with projects and department initiatives, including, but not limited to, weekly student email blasts, distribution of flyers and other related materials.
10. Enters and maintains student information in the College’s administrative system and the appropriate data management program(s).
11. Attends meetings and maintains/distributes staff meeting minutes.
12. Serves on the Graduation Committee.
13. Assistance with and attendance at commencement is required annually or at minimum on a pre-approved scheduled basis.
14. Performs other duties as assigned by supervisor.
SUPERVISORY RESPONSIBILITIES: This position has no supervisory responsibilities.
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.
1. A high school diploma or general education degree (GED) is required. An associate degree in a related field from a regionally accredited institution is preferred.
2. Minimum of one year experience in similar administrative position (general office work).
3. Demonstrated knowledge of standard office practices and procedures (filing, use of office equipment, recordkeeping, and bookkeeping).
4. Strong organizational skills, basic computer skills and database management skills are required.
5. Individuals with a background similar to grant participants are preferred. (Contact the Human Resources office for details)
6. Ability to understand grant participant needs and relate to the challenges they face is required; therefore, preference will be given to individuals who have succeeded in overcoming barriers similar to those confronting the program’s target population.
7. Experience with Microsoft applications and personal computer skills are required with the ability to learn the Spoon River College information system and new programs as technology changes.
8. Must possess a high level of confidentiality and accuracy. Must possess the ability to manage multiple and competing priorities; deal with conflict appropriately; withstand pressure, and remain calm in tense situations. Must possess problem solving skills; flexibility, dependability, and responsibility. Must possess the ability to work in a team centered environment and demonstrate a positive attitude.
9. Must possess organizational abilities, superior interpersonal skills and client service skills, and verbal and written communication skills with the ability to speak before groups.
PHYSICAL DEMANDS / WORK ENVIRONMENT: The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Physical demands for this position include the ability to regularly sit, use hands and finger, talk and hear. This position requires the ability to stand, walk, reach, climb, bend, and stoop / kneel. The position requires the ability to move from reception desk to student work stations repetitively. Vision requirements for this position include close vision including the ability to view text from a computer monitor.
Work environment for this position includes typical office environment with no extremes in temperature, noise, and limited physical risk.
Education: High School Diploma