Administrative Assistant II, Upward Bound

Alvin Community College; Alvin (TX); On-site; USD 27,000 - 34,000; Full time

Job summary

Alvin College is seeking a grants-funded Upward Bound Program coordinator. The role involves routing office functions, maintaining student and project records, and assisting the program director with budget monitoring.

You will support reporting, travel coordination, and the preparation of materials for participants and schools, with a requirement for flexibility including days, evenings, or weekends as needed.

Qualifications

• High school diploma or GED required.
• Experience in a professional office environment preferred.
• Bi-lingual English/Spanish preferred.

Responsibilities

• Monitor and generate project performance reports.
• Maintain daily service logs for tutoring, mentoring, and advising.
• Assist budget monitoring and expenditures with Upward Bound Director.
• Coordinate travel arrangements for staff and participants and process travel documents.
• Develop project databases and perform data entry for reports.
• Prepare communications and materials for the program.

Skills

Microsoft Office

Customer service

Written and verbal communication

Travel ability

Bilingual English/Spanish

Education

High school diploma or GED

Associate's Degree in Office Administration

Job description

SUMMARY

Minimum Salary $30,541.38

Salary offer commensurate with education and related experience.

GRANT FUNDED POSITION

This position is grant-funded. Continued employment is contingent upon the availability of approved and received grant funding. Employment beyond the current fiscal year is not guaranteed.

Alvin College encourages individuals to apply that have succeeded in overcoming the disadvantages and circumstances such as those of the targeted population.

APPLICATION STATUS

Your application status will be updated throughout the review process. If your application is still in progress, your application has not been reviewed by the hiring department.

TERMS OF EMPLOYMENT

Requires flexible work schedule to meet program needs, which may include working days, evenings and/or weekends.

May require travel to our main campus in Alvin, may require travel for overnight conferences or trips outside the Alvin/Houston Metroplex, various offsite locations including but not limited to local high schools.

If a degree, certification or licensure is required, the provision of official transcripts, licensure and/or certifications must be received in the Office of Human Resources within (30) days of hire.

Applicants with academic credentials from non-U.S. accredited institutions are required to have their coursework evaluated in terms of U.S. "equivalency." All international credential evaluations must be conducted by one of the companies affiliated with the National Association of Credential Evaluation Services, Inc. (NACES®) in order to be considered for a faculty position. Applicants bear the responsibility of requesting, paying associated fees, and obtaining an original transcript evaluation for submission to the Office of Human Resources. Please refer to the NACES® website for further information www.naces.org.

Alvin College is an equal opportunity institution and does not discriminate against anyone on the basis of race, color, national origin, religion, age, disability, sex, or any other basis prohibited by law.

This is a security sensitive position and requires a criminal history and/or motor vehicle records check.

ESSENTIAL JOB DUTIES

This is a Full-Time federally funded grant position. Responsibilities include routing office functions, maintenance of student and project records. Assist the Upward Bound Director in monitoring project budget and expenditures. Serve as an information center, answering phones, accepting referrals, supervising student worker and processing reports on project objectives.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Monitors database and generates daily, weekly, monthly, quarterly, and annual performance reports in addition to summary of student service logs that document all services and activities provided to participants
• Maintains daily individual and group service logs documenting tutoring, mentoring and advising services, and all activities provided to all participants
• Maintains records of accounts that reflects each expense encumbered
• Records project and finance records monthly upon receipt of expenditures from ACC's Business office
• Reconciles the monthly budget statement with daily accounting records maintained on all expenditures and encumbrances as documented on a detailed report.
• Identifies and orders supplies, materials, equipment and services for the office and target schools; maintains inventory of office supplies and equipment; organizes supplies for storage and/or distribution.
• Composes correspondence, reports, and other documents as requested.
• Develops and coordinates the entire clerical and administrative support functions for the Upward Bound Program
• Coordinates and prepares travel arrangements for staff and project participants; processes various travel documents to include travel requests, registration payments, and reservations for transportation, travel advances, and expense claims.
• Develops project databases, performs data entry of project data, and processes reports
• Prepares mailings to participants, parents, target schools, and community agencies
• Schedules and reserves classrooms and meeting space for staff and participants
• Prepares and processes various purchasing forms to include, but not limited to, Purchase Requisition, Reimbursement, and Payment Request forms; reviews and confirms accuracy of invoices for approval of payment.
• Assists the Upward Bound Director in monitoring project budget and expenditures
• Develops brochures, flyers, monthly newsletters, and informational materials regarding programming and activities.
• Orders necessary materials for participants and staff, coordinates and attend field trips and College Tours.
• Handles sensitive and/or confidential documents and information where judgement and discretion are essential.
• Ability to understand and interpret federal regulations and legislations and ensure project compliance.
• May require travel to our main campus in Alvin, may require travel for overnight conferences or trips outside the Alvin/Houston Metroplex, various offsite locations including but not limited to local high schools in Alvin, Danbury, Manvel and Pearland and to Texas Department of Criminal Justice facilities in Richmond, Rosharon or Lake Jackson.
• Other related duties as assigned

WORK ENVIRONMENT

The incumbent typically works in an office environment and uses a computer, telephone and other office equipment as needed to perform duties. The noise level in the work environment is typical of that of an office. Incumbent may encounter frequent interruptions throughout the work day.

PHYSICAL DEMANDS

The employee is regularly required to sit, talk, or hear; frequently required to use repetitive hand motion, handle or feel, and to stand, walk, reach, bend or lift up to 20 pounds.

AI Statement

Working knowledge of artificial intelligence (AI) tools and the ability to use them responsibly, ethically, and in compliance with organizational guidelines.

QUALIFICATIONS

REQUIRED QUALIFICATIONS

• High school diploma or GED
• One (1) year experience working in a professional office environment

PREFERRED QUALIFICATIONS

• Associate's Degree with concentration in Office Administration
• Bi-lingual English/Spanish

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong Microsoft Office computer skills including Word, Excel, and Outlook
• Exceptional customer service skills with the ability to anticipate, assess, and respond effectively to the diverse needs of customers
• Strong written and oral communications skills
• Educational and/or economic background similar to the target population
• Ability to work independently and take initiative
• Demonstrated sensitivity to the needs of economically and educationally disadvantaged youth
• Demonstrated proficiency in various computer software programs required
• Ability to travel when needed