TRIO Office Professional III

University of Central Missouri; Warrensburg (MO); On-site; USD 34,000 - 46,000; Full time

Job summary

University of Central Missouri is seeking an Administrative Assistant to support TRIO programs (McNair Scholars, TRIO Teach SSS). Responsibilities include preparing documents, scheduling for staff, maintaining calendars, and managing electronic and physical filing systems.

The role also supports staff, students, and faculty as the first point of contact, handling correspondence and data for federal reporting.

Qualifications

• Associate degree required; substitutions allowed per policy.
• Experience in budget tracking and reporting is required.
• Ability to manage calendars and filing systems.
• Strong written and verbal communication skills.

Responsibilities

• Provide program support to TRIO staff and prepare documents.
• Serve as first point of contact for students and faculty.
• Track information for federal grant reporting.
• Maintain TRIO budgets and prepare reports.
• Assist with special events and program recruitment.

Skills

Administrative support

Budget management

Customer service

Communication

Education

Associate's degree

Tools

Computer systems

Spreadsheet software

Database software

Job description

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

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

3. Provide administrative assistant support to the programactivities, to include: Assist staff in organizing and implementingspecial programs and services provided by the programs. Createand/or update materials. Using spreadsheet or database managementsoftware, create and maintain records. Produce reports, asrequested. Maintain supplies. Assist with recruiting materials andmailings. Register and attend tabling for recruitment, admissions,and other networking events for TRIO programs.

4. Maintain records for TRIO budgets, to include: Assemble andmaintain comprehensive budget books and tracking systems for eachbudget. Retrieve budget information from Accounting Servicesreports. Maintain all documentation for expenses, including allreceipts and other documentation. Prepare budget-related paperwork.Prepare monthly, quarterly, and/or annual reports, asrequested.

Examples of Duties

Provide support to TRIO Programs, to include: 20%

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

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

• Serve as the first point-of-contact with students, faculty, andstaff. Assess the situation and give information or assistanceconcerning the program and services. Investigate related details,as necessary; resolve issues; refer complex issues and/orexceptions to the directors or other staff.
• Gather, review, and prioritize incoming correspondence,requests, and concerns.
• Provide keyboarding support, to include: preparingcorrespondence, including emails, memos, letters, reports, flyers,brochures, etc.
• Using the computer system, spreadsheet software, and/ordatabase management software, track information for studentsenrolled 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 federalgrant-reporting purposes.
• Gather and maintain update information on current and pastparticipants. Assist with federal reports required under thegrants.
• Prepare appointment forms.
• Manage the TRIO email accounts.
• Assist in the preparation of and participation in specialevents.
• Maintain supplies.

Provide administrative assistant support to the programactivities, to include: 25%

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

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

• Assemble and maintain comprehensive budget books and trackingsystems for each budget.
• Retrieve budget information from Accounting Servicesreports.
• Prepare budget-related paperwork, to include: interdepartmentaltransactions (IDTs), budget amendments, purchase requests, paymentrequests, purchase orders, travel expense vouchers, etc.
• Prepare monthly, quarterly, and/or annual reports, asrequested.
• Maintain all documents for expenses, including all receipts andother documentation.

Typical Qualifications

Education:

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

Experience:

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

Supplemental Information

Working Hours and Days

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