Administrative Support, TRIO Talent Search and Upward Bound

NC Community Colleges; United States; On-site; USD 42,000 - 62,000; Full time

Job summary

Davidson-Davie Community College is seeking an Administrative Support professional for TRIO Talent Search and Upward Bound. This full-time, grant-funded role provides administrative and office support for both programs, reporting to the Directors of Talent Search and Upward Bound.

The position handles general office duties, data entry, file maintenance, budgeting support, invoicing, and program communications.

Qualifications

• Associate Degree required in office systems technology, secretarial services, business, information systems, or related field.
• Two years of clerical experience or equivalent training.
• Experience with data entry and maintaining office records.
• Experience receiving calls and scheduling appointments.
• Experience managing a professional office and assisting visitors.
• Proficiency with MS Office Suite.
• Excellent oral and written communication skills.
• Ability to work effectively and collegially with others.

Responsibilities

• Performs general office duties: answering phones, greeting visitors, scheduling appointments, preparing materials, filing, and handling correspondence.
• Responds to routine inquiries from students, families, school partners, and vendors; directs complex questions to staff.
• Maintains data for Annual Performance Reports and assists with grant reporting and communications with the U.S. Department of Education.
• Maintains participant files and assists with applications, eligibility, and academic records.
• Tracks and verifies participant information, services, attendance, and activities in program databases.
• Ensures confidentiality and security of records per college policies.
• Tracks expenditures and reconciles budget with program spreadsheets.

Skills

Clerical experience

Data entry

Office records management

Phone reception

MS Office Suite

Written & verbal communication

Team collaboration

Spanish language

Education

Associate degree in office systems technology / related field

Bachelor’s degree (preferred)

Two years of clerical training or equivalent

Tools

Blumen database

Job description

Administrative Support, TRIO Talent Search and Upward Bound

Davidson-Davie Community College

Job Category

Professional

Application Period

Opens:

Closes: 11/17/2026

Employment Type

Full Time

Position Description

The Administrative Support, TRIO Talent Search and Upward Bound position is a full-time, grant-funded role that provides administrative and office support to both programs. This shared position reports to the Director of Talent Search and the Director of Upward Bound and supports the daily operations of each program through the following responsibilities:

Essential Job Functions:

Performs general office duties, including answering phones, greeting visitors, scheduling appointments, preparing materials, filing, and processing incoming and outgoing correspondence.

Responds to routine inquiries from students, families, school partners, and vendors and directs questions requiring program decisions to the appropriate staff member.

Compiles and maintains data and supporting documentation for both programs’ Annual Performance Reports; assists the Director with required grant reporting and related correspondence with the U.S. Department of Education.

Assists the Director with preparing and maintaining participant files, including applications, forms, eligibility documentation, and academic records.

Reviews participant files for completeness, tracks missing documentation, and follows up with program staff to support accurate and timely recordkeeping.

Enters, updates, and verifies participant information, services, attendance, and activities in program databases; maintains accurate electronic and paper records for retrieval and reporting.

Maintains the confidentiality and security of student, family, personnel, and financial records in accordance with College policies and applicable privacy requirements.

Assists with tracking expenditures for each program and reconciles College budget statements with internal program budget spreadsheets.

Processes and tracks invoices, receipts, travel reimbursements, and purchasing documentation; follows up on outstanding transactions and maintains supporting financial records.

Assists with processing and documenting participant stipends and other approved participant payments, as applicable.

Assists with program communications, including letters, newsletters, bulletins, flyers, calendars, and social media content.

Assists with organizing in-person and virtual activities, meetings, and workshops for both programs and participates in TRIO events, as appropriate.

Coordinates logistical arrangements for program activities, campus visits, field trips, and summer programming, including transportation, facilities, meals, permission forms, and participant communications.

Provides administrative support for program meetings by scheduling sessions, preparing materials, recording minutes, and distributing meeting notes.

Provides administrative support to Student Success Advisors in person and virtually, as needed.

Monitors administrative deadlines and maintains shared calendars for reporting, purchasing, meetings, and program activities.

Maintains office supplies, coordinates staff travel arrangements, and completes purchase order requests and other purchasing processes.

Helps organize records and supporting documentation for program reviews, audits, and monitoring visits.

Identifies opportunities to improve administrative processes and implements approved changes to increase efficiency and effectiveness.

Demonstrates sensitivity, understanding, and respect for a diverse academic environment, including students, faculty, and staff of varying social, economic, cultural, ideological, and ethnic backgrounds.

Supports the mission, vision, and values of the College and attends College events and meetings as required.

Performs other duties as assigned that support the programs and the mission and initiatives of the College.

Minimum Qualifications

Required:

• Associate Degree from an accredited institution in office systems technology, secretarial services, business, information systems, or related field
• Two years of clerical experience or equivalent training
• Experience with data entry
• Experience filing and maintaining office records
• Experience with receiving incoming calls and scheduling appointments
• Experience managing a professional office and assisting visitors
• Experience with MS Office Suite
• Excellent oral and written communication skills
• Demonstrated ability to work effectively and collegially with others

Preferred Qualifications

• Bachelor’s Degree from an accredited institution in office systems technology, business information systems, communications, or related field
• Experience working in a college setting
• Experience working with federal grant programs
• Experience working with individuals who are low-income and/or first-generation.
• Fluency in Spanish
• Experience with Blumen database