Program Assistant

State of South Carolina; Rock Hill (SC); On-site; USD 34,000 - 52,000; Full time

Job summary

The State of South Carolina seeks a Program Assistant to support the TRiO McNair Scholars Program Director and office operations in Rock Hill. The role handles budgeting, procurement, travel forms, data management and event coordination with a focus on accuracy and confidentiality.

Responsibilities include scheduling, reporting, staffing support, and assisting with communications across campus and with external vendors.

Qualifications

• High School diploma or equivalent with relevant experience.
• Experience in administrative settings serving diverse student populations preferred.
• Knowledge of office management best practices and confidentiality requirements.

Responsibilities

• Tracks and documents program expenditures and processes payment requests.
• Answers phone and email inquiries and supports calendar and meetings.
• Supports hiring processes and supervises office assistants as needed.
• Plans events, handles space reservations and catering arrangements.
• Maintains program data and confidential records and audits files.

Skills

Administrative support

Budget management

Data management

Communication

Staff supervision

Event planning

Education

High School diploma

Associate’s degree

Bachelor’s degree

Tools

Microsoft Office

Student Access

Database software

Job description

Reporting to the Director of the TRiO McNair Scholars Program, the Program Assistant provides administrative support to the Director and the office.

Budget

• Tracks and documents program expenditures.
• Processes payment requests for supplies, equipment, travel, services and catering.
• Initiates and submits forms for staff and participant travel.
• Reconciles procurement cards.

Administrative Support

• Answers phone and responds to email inquiries or forwards them to the appropriate person.
• Makes copies/scans as needed.
• Prepares/formats reports as requested.
• Schedules meetings and prepares materials.
• Assists Director with calendar and correspondence.
• Participates in, contributes to, and documents decisions made during staff meetings.

Employment

• Initiates and monitors required paperwork for hiring program personnel.
• Helps interview and select graduate associate and undergraduate office assistants.
• Trains and schedules undergraduate office assistants.
• Supervises office assistant work (e.g., preparation of workshop materials, greeting office visitors, and telephone coverage).

Event Planning

• Makes space reservations and catering arrangements.
• Solicits quotes for travel, reserves vehicles and trains students on travel procedures.
• Facilitates setup and breakdown of program events.

Data Management

• Organizes, maintains and secures program/student data using appropriate software (e.g., Student Access) and hard copy (file) storage systems.
• Maintains confidential student and program records; regularly audits student files.
• Helps compile program data required by the university and the U.S. Department of Education.
• Ensures efficient process for recording and distributing copies of student presentations.

Resource Management

• Organizes, orders, distributes and lends research and other program supplies that support the program’s mission.
• Periodically inventories program supplies and makes purchase recommendations.
• Documents resource allocation and participant support.

High School diploma and five years of relevant experience; associate’s degree and three years of relevant experience; or bachelor’s degree and one year of relevant experience. Experience working with secondary or postsecondary educational programs that serve students from diverse backgrounds.

Knowledge of office management best practice. Exceptional organizational, customer service, and oral and written communication skills. Ability to successfully manage office operations, supervise student staff, follow program policies and procedures, coordinate a variety of tasks simultaneously and with accuracy, exercise discretion in working with confidential information, and establish and maintain effective working relationships with program, campus, vendor, and community constituents. Sufficient technical ability to master software required to perform job duties and sufficient bookkeeping skills to accurately document and monitor program finances.

Experience with federal TRiO programs, budget management, financial recordkeeping, website design, and program evaluation. Experience in higher education.

Telecommuting: Employees are not eligible for telecommuting/remote work during their 12-month probationary period. After that time, certain positions may be eligible for telecommuting/remote work at the discretion of the supervisor and in accordance with Winthrop policies.