Administrative Support Specialist

Arkansas State University Three Rivers; Three Rivers (MI); On-site; USD 35,000 - 52,000; Full time

Job summary

Arkansas State University Three Rivers seeks an Administrative Support Specialist to support the TRiO program through recruitment, file maintenance, budgeting, and report preparation. This role coordinates tutoring services, maintains grant records, and assists Director with program operations.

You will manage forms, assist in equipment maintenance, tutor training, and collaborate with college staff to ensure high-quality services and compliance with grant requirements.

Qualifications

• Requires ability to work with low-income, first-generation students and families.
• Proficient in Microsoft Office and database management.
• Experience coordinating tutoring and educational programs preferred.

Responsibilities

• Greet and assess student visits to TRiO Office.
• Review student applications for accuracy.
• Recruit students and distribute SSS applications.
• Coordinate tutoring schedules and tutor evaluations.
• Assist with budget tracking and purchasing documentation.
• Maintain participant files and grant-related records.
• Prepare reports and assist in annual performance reporting.
• Collaborate with faculty and staff to deliver services.

Skills

Communication skills

Microsoft Office

Database management

Team coordination

Education

High school diploma

Associate’s degree preferred

Tools

Student Access database

Tutor.com

Canvas

Job description

Please note: all position postings close at 12:00 A.M. CST on the position closing date

Administrative Support Specialist Working Title TRiO Administrative Assistant/Tutor Coordinator Position # PROV05 Department TRiO - TR

Please note: Allpostings close at 12 A.M. CST on theclosing date. This employer participates in E-Verify.

Position Summary

The TRiO Administrative Assistant/Tutor Coordinator is primarily responsible for participating in recruiting and identifying eligible students, creating and maintaining SSS participant folders and database, typing and assisting in the editing of correspondence and project forms, initiating purchases and reconciling the monthly budget expenditures, assisting the Director in the preparation of the Annual Performance Report, and coordinating the efforts of a successful SSS tutoring program, scheduling participants for tutoring, tutor evaluation, working with supervisory personnel to maintain all lab equipment in good working condition, and advising the SSS Director of purchase or upgrade to exiting equipment.

Duties & Responsibilities

Essential Job Functions

• Greets and assesses the purpose for each student’s visit to the TRiO Office
• Accept and review student applications for completion accuracy
• Assist in program recruitment by acquainting students with the SSS program and project services and distributing SSS applications to potential program participants
• Interview potential Student Support Services participants and assist in coordinating the efforts to support that student through their college experience at Arkansas State University Three Rivers
• Provide on-line tutoring services in all subjects via online platform i.e. Tutor.com, Canvas, etc.
• Create and maintain participant files and ensure that files are in accordance with grant requirements
• Ensure appropriate financial management with supporting documentation and that purchases/travel are appropriate and justifiable
• Maintain master list of approved tutors and master tutoring schedule of all tutoring sessions
• Provide participants with information about their rights and responsibilities to receive free tutoring services
• Submit monthly progress reports to the Director including a cumulative summary of contact hours
• Coordinate the scheduling of tutorial requests made by participants including appropriate assessment of tutoring needs
• Collect academic progress information from participants and their tutors for documentation purposes
• Provide maintenance of the Student Access database and Lab Contact Assistant platform
• Provide tutor training in educational techniques, maintain contact with faculty, monitor tutorial assistance, and make modifications as necessary to meet program/participant needs
• Seek student/faculty evaluation of tutorial services and maintain tutor-instructor contact to ensure quality assistance
• Ensuring the maintenance of the SSS program and participant records as well as monitoring internally the fiscal procedures
• Coordinate the development and maintenance of forms, applications, welcome back event, assist Director with planning TRiO graduation luncheon, and public relations materials.
• Attend regional and state TRiO conferences, and professional conferences to ensure up to date service delivery and operation of the SSS program
• Create and distribute all office correspondence i.e. welcome packets, denial letters, flyers, newsletters, program forms, brochures, meeting minutes, etc.
• Ensure that student contacts whether it is office visits, workshop attendance, email correspondence, phone contacts, are accurate and logged properly in the Student Access database
• Ensure that TRiO areas are clean and welcoming as well as assisting students in the lab when needed as backup to Peer Tutors
• Serving/participating with TRiO events
• Assist in providing services to program participants in accordance with grant’s plan of operation which includes required/permissible services as well as Competitive Preference Priorities
• Collaborate with Student Services, other college personnel and community agencies to identify and access additional support services to help program participants meet their goals
• Perform other related duties assigned by the Director

Knowledge/Skills/Abilities

Required Knowledge and Skills
Ability to work effectively with low-income, first generation, and disabled students in need of supportive services and their families; Possess excellent communication skills; Demonstrate maturity and promptness. Ability to communicate effectively and to represent the TRIO program in various student involvement areas, i.e. workshops, SGA, committees; Knowledge and proficiency in the operation and use of personal computers utilizing various software applications (i.e., word processing, spreadsheet, and database management software) including the Internet. Strong communications skills (written and verbal) and the ability to present information to diverse audiences. Ability to work and cooperate with faculty, students, directors, the public, and employees at all levels in order to exchange ideas, information, and opinions. The knowledge, skills, and abilities to encounter students struggling with classes, needing disability services, students who need help communicating with faculty/staff, students dealing with emotional, personal, and academic issues, as well as the daily struggle to find good contact methods to communicate with students. The ability to critically think and problem solve independently.

General Days/Hours

Monday - Thursday 7 am to 5:30 pm / can vary or change

Other

Physical Demands

The position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, stooping, and some lifting in the performance of daily activities. Also, the position requires grasping, repetitive hand movement and fine coordination in keeping records and preparing reports using a computer keyboard. Additionally, the position requires near and far vision in reading written reports and work related documents and acute hearing is required when providing phone and personal service. These requirements are governed by statutes covering reasonable accommodation for persons with qualified disabilities

Work Environment

The employee is not substantially exposed to adverse environmental conditions. Conditions are those of a typical office. This position may require extended periods of time at a computer. Work is expected to be confined to indoor activities with the exception that the individual may be required to go to other parts of the campus, take students on educational/cultural events, attend professional development opportunities at night or during the weekend, and/or complete errands away from campus.

Disclaimer

This job description indicates in general the nature and levels of work, knowledge, skills, abilities and other essential functions (as covered under the Americans with Disabilities Act) expected of an incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of an incumbent. An incumbent may be asked to perform other duties as required.

Minimum Qualifications

Required Education and Experience
High school diploma required; proficiency with computers, Microsoft Office, and software programs; attendance at tutor/job training workshops; FERPA training; the ability to read and write; strong interpersonal skills and the ability to communicate effectively; knowledge of basic office procedures and how to operate common office equipment.
Preferred Education and Experience
Associate’s degree; background similar to students served, or experience working with disadvantaged students. Experience with TRIO programs; and Experience in a college lab setting.