TRIO Office Professional III

University of Central Missouri; Warrensburg (MO); On-site; USD 42,000 - 52,000; Full time

Job summary

University of Central Missouri in Warrensburg is seeking an Administrative Assistant to support TRIO Programs (McNair Scholars, TRIO Teach SSS). The role includes staff support, document preparation, calendar management, and handling TRIO budgets for federal reporting.

The position requires an Associate's degree and two years of administrative support plus budgeting experience; office duties include event support, filing, and file management.

Qualifications

• Associate's degree required; education may be substituted per equivalency guidelines.
• Two years of administrative support experience required.
• One year of budgeting/accounting experience required.
• Proficiency with MS Office, spreadsheet and database tools; strong communication skills.

Responsibilities

• Provide administrative support for TRIO Programs staff; manage calendars, prepare documents, and handle correspondence.
• Serve as first point of contact for students and faculty; resolve inquiries and direct complex issues to staff.
• Prepare and maintain program materials, reports, and budget documentation; assist with federal reporting requirements.
• Maintain TRIO budgets; assemble budget books and tracking systems; process expenses and keep receipts organized.
• Register and participate in recruitment events and manage program materials and mailings.

Skills

Administrative support

Budgeting

Scheduling

Filing

Data entry

Microsoft Office

Communication

Accessibility compliance

Education

Associate's degree

Tools

Spreadsheet software

Database management software

Accounting software

Job description

1. Provide support to UCM’s TRIO Programs (McNair Scholars Program and TRIO Teach SSS), to include: Carry out all support functions for staff. Prepare documents for the programs. Schedule appointments for the staff. Maintain the electronic calendars. Create and maintain electronic and manual filing systems. Maintain inventory of equipment and supplies.

2. Provide administrative assistant support to the TRIO staff, as requested, to include: Serve as the first point-of-contact for students and faculty. Assess the situation and give information or assistance concerning the programs and services. Gather, review, and prioritize incoming correspondence, requests, and concerns. Provide keyboarding support in compliance with accessibility policies, to include: preparing correspondence, including emails, memos, letters, reports, flyers, brochures, etc. Using the computer system, spreadsheet software, and/or database management software, track information for students enrolled in the TRIO programs for federal grant-reporting purposes. Prepare reports, as requested. Prepare appointment forms. Manage the TRIO email accounts for the individual programs. Assist in the preparation of special events. Gather and maintain update information on current and past participants. Assist with federal reports required under the grants.

3. Provide administrative assistant support to the program activities, to include: Assist staff in organizing and implementing special programs and services provided by the programs. Create and/or update materials. Using spreadsheet or database management software, create and maintain records. Produce reports, as requested. Maintain supplies. Assist with recruiting materials and mailings. Register and attend tabling for recruitment, admissions, and other networking events for TRIO programs.

4. Maintain records for TRIO budgets, to include: Assemble and maintain comprehensive budget books and tracking systems for each budget. Retrieve budget information from Accounting Services reports. Maintain all documentation for expenses, including all receipts and other documentation. Prepare budget-related paperwork. Prepare monthly, quarterly, and/or annual reports, as requested.

Provide support to TRIO Programs, to include: 20%

• Determine best practices for the office: implement and evaluate processes and procedures to optimize productivity and ensure coordinated completion of all support functions for TRIO programs, project directors, and other staff.
• Schedule routine and requested appointments with the directors and other staff. Maintain the electronic program calendars.
• Create and maintain electronic and manual filing systems.
• Identify and recommend software and equipment improvements, as necessary.
• Maintain current inventory of office supplies.
• Maintain equipment inventory for federal reporting purposes. Surplus inventory, when necessary.

Provide administrative assistant support to the TRIO directors and other staff, as requested, to include: 30%

• Serve as the first point-of-contact with students, faculty, and staff. Assess the situation and give information or assistance concerning the program and services. Investigate related details, as necessary; resolve issues; refer complex issues and/or exceptions to the directors or other staff.
• Gather, review, and prioritize incoming correspondence, requests, and concerns.
• Provide keyboarding support, to include: preparing correspondence, including emails, memos, letters, reports, flyers, brochures, etc.
• Using the computer system, spreadsheet software, and/or database management software, track information for students enrolled in the TRIO programs for federal grant-reporting purposes. Prepare reports, as requested. Using the UCM computer system, obtain information for inclusion in the program database. Collaborate with Information Services to assemble data for federal grant-reporting purposes.
• Gather and maintain update information on current and past participants. Assist with federal reports required under the grants.
• Prepare appointment forms.
• Manage the TRIO email accounts.
• Assist in the preparation of and participation in special events.
• Maintain supplies.

Provide administrative assistant support to the program activities, to include: 25%

• Assist directors in organizing and implementing special programs and services provided by TRIO.
• Create and/or update materials.
• Using spreadsheet or database management software, create and maintain records. Produce reports, as requested.
• Prepare correspondence, including instructional materials, handouts, bulletins, letters, memos, etc.
• Coordinate and maintain program social media accounts, making relevant announcements and postings.
• Coordinate and supervise the production of bulk and/or mass mailings.
• Assist with recruiting materials and mailings.
• Participate in TRIO program and college activities and university service/professional development, as needed.

Maintain records for the TRIO budgets, to include: 25%

• Assemble and maintain comprehensive budget books and tracking systems for each budget.
• Retrieve budget information from Accounting Services reports.
• Prepare budget-related paperwork, to include: interdepartmental transactions (IDTs), budget amendments, purchase requests, payment requests, purchase orders, travel expense vouchers, etc.
• Prepare monthly, quarterly, and/or annual reports, as requested.
• Maintain all documents for expenses, including all receipts and other documentation.

Education:

• Associate's degree in any field required
• Education may be substituted for experience or if experience may be substituted for education. Note that equivalencies are based on the following: AA = 2 years experience; BA/BS = 4 years experience; MA/MS = 6 years experience; PhD = 8 years experience.

Experience:

• Two (2) years administrative support experience required.
• One (1) year accounting or budget-related skills required.

Working Hours and Days

• Monday-Friday 8-5, Normal UCM business hours