Project SOAR Administrative Assistant-FS8992 Part-Time

CareerArc; Oklahoma City (OK); On-site; USD 21,000 - 22,000; Part time

Job summary

OSU-Oklahoma City’s Student Support Services (Project SOAR) seeks an Administrative Assistant to manage office operations, track supplies, and support the Senior Director. You will ensure accurate data entry in Blumen database and assist with daily program operations, requiring professionalism and strong written and verbal communication.

The role focuses on clerical support, budgeting, and collaboration with campus offices.

Qualifications

• Associate's degree or equivalent experience in business/CI systems
• Experience with TRIO services or similar student programs is preferred
• Strong communication, organizational, and budgeting ability

Responsibilities

• Develops and monitors an effective office management system and keeps files and inventory organized
• Collaborates with Senior Director to review program budgets monthly
• Maintains and updates the Project SOAR website and supports social media activity
• Maintains lab software and coordinates applications for assessment, financial aid, career, and tutoring services
• Coordinates with campus offices for purchasing and budget accountability
• Prepares statistical reports, grants, and annual performance reports from Blumen database
• Organizes program field trips, meals, and transportation
• Engages in student recruitment events and SLATE intake processes
• Purchases and maintains supplies and creates public relation materials
• Participates in college committees and mandatory trainings
• Performs other duties as assigned

Skills

Office administration

Data entry

Budgeting

Record keeping

Communication skills

Organizational skills

Microsoft Office

Canva

Student services

Confidentiality

Education

Associate's in Business management, computer information systems, or related fields or equivalent experience.

Tools

Blumen database

SLATE

Microsoft Office

Canva

Job description

Campus

OSU-Oklahoma City

Contact Name & Email

Donovan Kelso, [e-mail]

Work Schedule

Department hours are Monday through Friday, 8:00am-5:00pm with occasional evenings and weekends.

Appointment Length

Regular Continuous/Until Further Notice

Hiring Range

$15.00 - $15.52Hourly

Special Instructions to Applicants

For full consideration, please include a resume, cover letter and contact information for three professional references.

About this Position

Student Support Services (Project SOAR) is one of eight federally funded TRIO programs supported by the U.S. Department of Education. This position is required to work twenty hours per week and is responsible for managing administrative operations for the program while providing support to the Senior Director of SOAR and Upward Bound. This position focuses on maintaining professional office operations and procedures, managing office inventory and supplies, providing clerical and budget-related support, ensuring accurate data entry and record management within the Blumen database, and assisting with daily program operations. The role requires exceptional professionalism, strong organizational abilities, attention to detail, and excellent written and verbal communication skills.

Required Qualifications

Education:

Associate's in Business management, computer information systems, or related fields or equivalent experience.

Experience:

• Experience serving populations eligible for TRIO services which include first generation college, under-resourced, academically at-risk, or students with disabilities.
• Minimum of three years of progressively responsible work experience.
• Experience in an office setting as an administrative assistant or similar function.

Certifications, Registrations, and/or Licenses:

Valid Oklahoma driver's license and ability to drive a 15 passenger vehicle.

Skills, Proficiencies, and/or Knowledge:

• Familiarity with OSU-OKC student population.
• Ability to communicate diplomatically, clearly and effectively, both verbally and in writing to exchange information, give/receive instructions and respond to inquiries appropriately.
• Strong organization and planning skills with the ability to handle multiple tasks and prioritize effectively with high degree of accuracy and attention to detail.
• High degree of initiative to work independently and also collaborate in a team environment.
• Strong interpersonal skills and sensitivity to a campus environment in an effort to work and communicate effectively with all students, faculty, staff and community partners.
• Demonstrated knowledge of office technologies including but not limited to: office computers, fax machines, scanners, internet, Microsoft Office (Word, Excel, Access, PowerPoint, Outlook), and CANVA or similar product.
• Strong computer skills with ability to organize information and schedules.
• Possess a positive open-minded attitude and have the ability to work closely with a various student enrollment and skill levels.
• Ability to handle confidential information discreetly in a busy student centered office.
• Excellent office management ability.
• Strong background in record keeping, budgeting, and reconciliation
• Strong writing skills to assist students in editing papers or creating documents for Project SOAR
• Passion for assisting customers and representing the OSU-OKC and OSU brand with positivity and professionalism.
• Demonstrated history of ethical and professional behavior.

Preferred Qualifications

• TRIO Experience either as a participant or former employee.
• Bilingual (Spanish)

Essential Job Functions:

1. Develops and monitors effective office management system, which includes general office record-keeping, client and staff files, project inventory, purchasing acquisitions, evaluation records, etc.
2. Will work with Senior Director to go over program budgets on a monthly basis.
3. Will maintain Project SOAR website and make sure information is up to date. This also includes assisting with social media accounts by posting photos, sharing stories or responding to posts.
4. Assists in maintaining and supporting software on lab computers and printers. Also, coordinates all needed technical applications for assessment, financial aid, career, and tutorial services.
5. Works closely with various institutional offices to process acquisitions and maintain budget accountability (purchasing, accounting, IT, physical plant, business office, bookstore, catering, etc.).
6. Assists in the preparation of statistical reports, grants, and annual performance reports, from the Blumen database systems on a timely basis.
7. Coordinate and organize various program field trips, meals, and transportation in accordance with Project SOAR Assistant Director.
8. Work with SOAR Academic Coordinator in contact students for SOAR announcements, grade checks, or other items as needed.
9. Assist Project SOAR with recruiting events, Manage student intake page in SLATE, assist with student intake interviews, and selection of students.
10. Purchase and maintain supplies and equipment as well as produce and maintain program forms and public relation materials in conjunction with the Senior Director or Assistant Director.
11. Participate in college committees as requested.
12. Completes all mandatory training and participates in a minimum of two professional development workshops each year, may include TRIO Training programs or conferences.
13. Performs other duties as assigned.

The duties listed in this job description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Working Conditions:

• Work is primarily performed in an office environment with a significant amount of contact in person, by telephone and via email.
• Must be able to work flexible hours to include some nights and weekends.
• In-state travel to include exposure to outside conditions as relates to program cultural events, activities and for trainings. Occasional overnight stay may be required.
• Occasional out-of-state travel Cultural Trip with students.

Physical Requirements:

• Duties require extended periods of sitting, talking and listening.
• Duties require extensive use of computers, telephones and other office equipment.
• Requires possible lifting of up to 25 lbs. (If an object weighs more than 45 lbs., OSU-Oklahoma City requires this to be a two-person lift).

The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job with or without reasonable accommodation.