Office Assistant, Upward Bound Math/Science

Cuyahoga Community College; Cleveland (OH); Presencial; USD 41.000 - 42.000; Jornada completa

Descripción de la vacante

Cuyahoga Community College is seeking an experienced Administrative Assistant for the Trio Upward Bound Math/Science (UBMS) program. You will support the Program Manager and staff with scheduling, file management, data entry, and purchasing to help deliver college readiness and STEM enrichment to eligible high school students.

The role requires strong organizational, communication, and customer service skills, proficiency in Microsoft Office, and experience with data systems such as Blumen.

Formación

• Associate’s degree and/or a minimum of two years of administrative experience with scheduling responsibilities in a fast-paced environment serving multiple clients or stakeholders.
• Demonstrated experience exercising sound judgment and making decisions within established procedures that affect a work unit or team.
• Demonstrated experience resolving administrative problems, maintaining accurate records, and managing competing priorities in a variety of situations.

Responsabilidades

• Provides daily administrative and scheduling support to the UBMS Program Manager and staff; organizes office workflows, tracks deadlines, and follows up on pending items.
• Maintains accurate electronic and paper participant files, including applications, eligibility documentation, consent forms, and required College and program records; tracks missing documents for staff follow-up.
• Enters and updates participant, service, attendance, and academic information in Blumen and other approved systems; compiles and checks data to support the APR and other reports for staff review.
• Assists with purchasing office and program supplies and equipment; prepares requisitions, tracks orders and inventory, and maintains supporting documentation in accordance with College procedures.
• Tracks program expenditures and organizes purchase orders, invoices, receipts, and payment documentation; follows up on missing or corrected documents and compiles information for budget monitoring and preparation.

Conocimientos

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Organization

Communication

Customer Service

Educación

Associate’s degree

Herramientas

Banner

Blumen

Zoom

Webex

Microsoft Teams

Canva

Microsoft Forms

Descripción del empleo

Department: Trio Upward Bound Math/Science

Reports To: Program Manager, Upward Bound Math & Science

Recruitment Type: External/Internal

Requisition ID:req7514

Employment Type: Full-Time Support Staff

Union Position: Non-Union

Work Schedule: Standard College Hours: M-F, 8:30am - 5:00 pm

Number of Openings: 1

Job Description

SUMMARY

Providesadministrative, clerical, scheduling, and records management support to theUpward Bound Math/Science (UBMS) Program Manager and staff. Supportsrecruitment, student participation, program activities, purchasing, andreporting to help the program deliver college readiness and STEM enrichmentservices to eligible high school students.

ESSENTIAL FUNCTIONS

• Provides daily administrative and scheduling support to the UBMS Program Manager and staff; organizes office workflows, tracks deadlines, and follows up on pending items.
• Maintains accurate electronic and paper participant files, including applications, eligibility documentation, consent forms, and required College and program records; tracks missing documents for staff follow-up.
• Enters and updates participant, service, attendance, and academic information in Blumen and other approved systems; compiles and checks data to support the Annual Performance Report (APR) and other reports for staff review.
• Assists with purchasing office and program supplies and equipment; prepares requisitions, tracks orders and inventory, and maintains supporting documentation in accordance with College procedures.
• Tracks program expenditures and organizes purchase orders, invoices, receipts, and payment documentation; follows up on missing or corrected documents and compiles information for budget monitoring and preparation.
• Supports recruitment and enrollment by distributing approved materials, maintaining inquiry and application logs, scheduling appointments, and communicating application and document reminders to students and families.
• Collects attendance records and tracks participation and probation milestones; prepares stipend eligibility and payment documentation for staff review and approval.
• Organizes required grant and College documentation; maintains secure files, follows established retention procedures, and prepares records for monitoring visits, audits, and program reviews.
• Serves as an initial point of contact for students, families, school partners, and visitors; answers calls and emails, provides approved program information, and refers questions requiring staff decisions.
• Schedules meetings and appointments, prepares agendas and materials, reserves rooms, arranges technology and refreshments as needed, and records and distributes meeting notes.
• Maintains program calendars and, as assigned, the Program Manager’s calendar; coordinates schedules and sends timely reminders for deadlines, appointments, and activities.
• Coordinates administrative logistics for enrichment services, summer programming, college visits, STEM field trips, and events, including room reservations, transportation requests, participant rosters, permission forms, and vendor arrangements.
• Prepares, formats, and proofreads routine and confidential correspondence, reports, forms, flyers, presentations, and other program materials using approved templates and communication tools.
• Maintains activity registration and communication lists; distributes approved notices and reminders and follows up on required forms and responses.
• Provides clerical support for academic and student services, including organizing materials, scheduling sessions, and routing student and family requests to appropriate UBMS staff.
• Attends and provides administrative support at meetings, school outreach activities, workshops, and program events as assigned.
• Arranges approved travel plans and itineraries and assembles travel requests, rosters, receipts, and reimbursement documentation in accordance with College procedures.
• May provide functional guidance to work-study students and student assistants on assigned clerical tasks and office procedures.
• Performs other duties as assigned.

REQUIRED QUALIFICATIONS

EDUCATIONAND EXPERIENCE/TRAINING

• Associate’s degree and/or a minimum of two years of administrative experience with scheduling responsibilities in a fast-paced environment serving multiple clients or stakeholders.
• Demonstrated experience exercising sound judgment and making decisions within established procedures that affect a work unit or team.
• Demonstrated experience resolving administrative problems, maintaining accurate records, and managing competing priorities in a variety of situations.

KNOWLEDGE,SKILLS, and ABILITIES

• Possess strong organizational and time-management skills, including the ability to track deadlines and follow through on multiple assignments.
• Possess excellent written, verbal, and interpersonal communication skills, including the ability to prepare clear correspondence and communicate professionally with students, families, and partners.
• Ability to work collaboratively, contribute to a team environment, and provide dependable support to program staff.
• Ability to research information, follow established procedures, and refer questions outside assigned authority.
• Ability to enter, review, and maintain accurate data and documents with close attention to detail.
• Possess excellent customer service skills and the ability to develop and maintain productive relationships with students, families, colleagues, and community partners.
• Ability to accept direction from appropriate College personnel, clarify priorities, and coordinate requests across departments.
• Possess working knowledge of administrative, scheduling, purchasing, and records management practices and the ability to apply them to varied situations.
• Demonstrated proficiency with Microsoft Outlook, Word, Excel, and PowerPoint, including calendars, spreadsheets, correspondence, and reports.
• Demonstrated basic proficiency with Banner, Blumen, or equivalent administrative and participant information systems.
• Demonstrated basic proficiency with virtual meeting and collaboration platforms such as Zoom, Webex, and Microsoft Teams.
• Demonstrated basic proficiency with digital forms and communication tools such as Canva, Microsoft Forms, or equivalent applications.
• Ability to handle student, family, personnel, and financial information confidentially and discreetly using approved systems and procedures.
• Ability to support projects and events, coordinate logistics, and identify incomplete documentation or issues requiring staff attention.
• Ability to respond respectfully to the needs of the college community, including first-generation students and students from low-income backgrounds.

COMPETENCIES

CRITICALCOMPETENCIES

• Customer Service
• Communication
• Quality of Work

VERYIMPORTANT COMPETENCIES

• Flexibility / Adaptability

IMPORTANT COMPETENCIES

• Results Focus

PHYSICAL DEMANDS/WORKING CONDITIONS

(The demandsdescribed here are representative of those that must be met by an employee tosuccessfully perform the essential functions of this job. Reasonableaccommodation may be made to enable individuals with disabilities to performthe essential functions.)

• Work is performed primarily in a professional office environment.
• The work area is adequately lit, heated, and ventilated.
• Duties typically involve sitting and repetitive hand and finger motions when using a keyboard and mouse, with some walking, standing, bending, and carrying light items such as papers, files, program materials, and books.
• Work may include travel to schools, meetings, conferences, and program activities, with walking and standing at offsite locations.
• Occasional evening or weekend assignments may be required to support scheduled program activities.

Target Starting Salary Range: $40,800 to$41,536

The final offer for the successfulcandidate is targeted to fall within this range, but will be based upon anassessment of internal equity, the unit’s available budget, and the candidate’squalifications in relation to the minimum and/or preferred job requirement(s).

Special Note: If hired, you must reside in the state of Ohio and be within commuting distance of this work location/campus to respond to onsite work demands upon the employment start date and throughout the duration of your employment with the College, as outlined in 3354:1-40-01.1 Recruitment and Selection Procedure .

Any employment with the College is contingent upon satisfactory completion of a background check and drug screen.

Equal Opportunity Statement: Cuyahoga Community College is committed to attaining excellence through the recruitment and retention of a qualified workforce. Cuyahoga Community College is an equal employment/educational opportunity institution.