TRIO Talent Search/Upward Bound Project Assistant

Southwestern Oregon Community College; Coos Bay (OR); On-site; USD 25,000 - 39,000; Part time

Job summary

Southwestern Oregon Community College is seeking an Administrative Program Support professional to assist the TRIO Upward Bound/Talent Search Director and staff. This role emphasizes confidential data entry, recordkeeping, and coordination of activities for program participants.

The position requires associate degree or two years of postsecondary education, plus two years of office management experience and strong Excel skills.

Qualifications

• Associate degree or two (2) years of postsecondary education.
• Two (2) years of office management, secretarial or related experience, including budget/accounting experience and demonstrated proficiency in Microsoft Excel.
• Ability to communicate effectively in English, both orally and in writing.
• Adaptable to changes in federal, state, and college regulations, policies, and procedures.
• Ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Provide administrative support for the Upward Bound/Talent Search Director and staff, enter data, answer phones, schedule appointments, and create professional correspondence.
• Maintain manual and electronic records, generate reports using the MIS (Jenzabar), create participant files, track progress, and determine eligibility per federal rules.
• Assist in planning activities for participants and staff, process financial forms, arrange travel, register conferences, and produce promotional materials.
• Prepare requisitions and check requests, research prices, and reconcile expenditures with Excel and financial reports.
• Assist in preparing federal and institutional annual statistical reports and grant documents to support continued funding.
• Provide professional, courteous service and maintain confidentiality while liaising between the program and college personnel/vendors.
• Support collaboration with the Director and coordinate with staff across campus.

Skills

Communication

Regulatory knowledge

Organization

Decision making

Diversity and inclusion

Data entry

Education

Associate's degree / 2 years

Tools

Jenzabar

Excel

Job description

To perform various administrative tasks supporting the TRIO Upward Bound/Talent Search Director and staff, while maintaining confidentiality in accordance with federal TRIO guidelines and FERPA. The assistant will maintain detailed and accurate records of Upward Bound and Talent Search participants as required by the U.S. Department of Education.

This position is open until 11:59 pm on November 12th, 2026.

This position is only open to internal applicants (currently employed Classified employees).

Internal candidates are interviewed and considered prior to any external candidates in accordance with the current Classified Collective Bargaining Agreement.

Administrative Program Support (100% of Time)

1. Provide administrative support for the Upward Bound/Talent Search Director and staff. Enter data, answer phones, schedule appointments, and create professional quality correspondence, reports, forms, flyers, memoranda, and other materials.
2. Responsible for maintaining both manual and electronic record keeping systems, including spreadsheets and databases, and generating reports using the College’s Management Information System (Jenzabar). Create and maintain participant files, monitor services rendered, and track participant progress at Southwestern using Jenzabar records. Comprehend federal regulations and ascertain the required documents needed to determine participant eligibility.
3. Assist in the planning and coordination of activities for both participants and staff, including processing financial forms, travel arrangements, conference registration, and production of promotional materials.
4. Prepare and process requisitions and check requests for program expenditures. Research prices and make recommendations to the Director. Maintain current and accurate records of project expenditures using Excel spreadsheets and reconcile with college financial reports. Maintain operational inventory of all program assets. Order supplies and equipment and maintain their operating efficiency.
5. In collaboration with the Director, prepare federal, institutional, and other statistical reports. Assist in the preparation of grant documents to ensure continued funding.
6. Provide professional, prompt, and courteous assistance, project a friendly and positive attitude, and disseminate information accurately and appropriately while maintaining confidentiality.
7. Act as liaison between the Program and college personnel and appropriate vendor

Performs Other Duties and Special Projects as Required/Assigned

REQUIRED QUALIFICATIONS:

Associate's degree, or the equivalent of two (2) years of postsecondary education.

Two (2) years of office management, secretarial or related experience, including budget/accounting experience and demonstrated proficiency in Microsoft Excel.

Successful applicants for this position must possess the following knowledge, skills, and abilities, or be able to explain and demonstrate that they can perform the essential functions of the job, with or without reasonable accommodation:

• Ability to communicate effectively, both orally and in writing (spelling, grammar), using the English language with or without the use of an interpreter.
• Ability to read, review, understand, and apply concepts presented in training programs, conferences, federal regulations, professional literature, and other related materials pertaining to federal grants.
• Demonstrated organizational skills with the ability to adapt quickly and smoothly to continuous changes in federal, state, and college regulations, policies, and procedures.
• Ability to make informed decisions concerning services provided by Upward Bound/Talent Search based on federal regulations.
• Ability to create a friendly, welcoming, and supportive environment.
• Ability to consistently work within the framework of collegiality and teamwork with Upward Bound/Talent Search staff and colleagues campus wide.
• Ability to model and ensure diversity and cultural competency (respect, inclusiveness, reflecting, valuing, and welcoming cultural differences) in all position responsibilities regardless of race, ethnicity, religion, gender, social class, sexual orientation, ability, nationality, age, language, origin, or employment status.
• Knowledge of basic bookkeeping/accounting procedures and computer applications of these procedures.
• Demonstrated organizational, time management, and multi-tasking abilities.
• Ability to perform data entry in college-wide Student Information System, word processing, and spreadsheet applications. Exhibit a high level of computer literacy, sufficient to use software such as word processing, spreadsheets, and databases to produce correspondence, documents, and reports.

PREFERRED QUALIFICATIONS:

1. Personal or professional experience with first-generation, low income or disabled college students.
2. Experience with a federal TRIO program.
3. Experience working with federal financial aid.
4. Experience maintaining records required for preparation of federal grant reports.
5. Preference will be given to candidates who have successfully overcome barriers similar to those of the project's target population.

SPECIAL REQUIREMENTS OR LICENSES:

N/A

JOB TITLE: TRIO -Upward Bound/Talent Search Project Assistant

LOCATION: Coos Bay Campus

FTE: 20-31 hours/week (.78 FTE)

ORGANIZATION: Southwestern Oregon Community College

PAY LEVEL: G

EXEMPTION STATUS: Non-exempt

PHYSICAL REQUIREMENTS: Attached

REPORTS TO: Director of TRIO/SSS

CLASSIFICATION: Classified

REVISION DATE: October 2026

REASONABLE ACCOMMODATION STATEMENT:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

This job description is a general description of essential job functions. It is not intended as an employment contract nor is it intended to describe all responsibilities, skills, effort, or work conditions associated with the job someone in this position would perform. All employees of Southwestern Oregon Community College are expected to perform tasks as assigned by Southwestern Oregon Community College supervisory/management personnel regardless of job title or routine job duties.

VETERAN'S PREFERENCE STATEMENT:

Applicants are eligible to use Veteran's Preference when applying with Southwestern Oregon Community College in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Preference will only be given if the applicant meets the minimum qualifications and any special qualifications for the position and electronically attach the required documentation at the time of application.

DOCUMENTS REQUIRED:

• MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) – OR – Letter from the US Dept. of Veterans Affairs indicating a non-service connected pension.
• Disabled Veterans must also submit a copy of their Veterans disability preference letter from the Department of Veterans Affairs.
  • You can request copies of your military service record through the National Archives website at: http://www.archives.gov/veterans/military-service-records/

NON-DISCRIMINATION:

It is the policy of Southwestern Oregon Community College Board of Education that there will be no discrimination or harassment on the grounds of race, color, gender, marital status, sexual orientation, religion, national origin, age, political affiliation, parental status, veteran status or disability in any educational programs, activities or employment. Persons having questions about equal opportunity and nondiscrimination should contact Vice President of Administrative Services in Tioga 512. Phone [phone] or TDD 541-888-7368. All other issues, concerns, and complaints should also be directed to the Vice President of Administrative Services for referral to the appropriate Manager.

Annual Campus Crime/Annual Fire Safety (Clery Act) Report

The “Jeanne Clery Disclosure for Campus Security Policy and Campus Crime Statistics Act” (formerly the Campus Security Act) is a federal law that requires institutions of higher education to disclose campus security information, including crime statistics for the campus and surrounding area. As a current or prospective Southwestern student or employee, you have a right to obtain a copy of this information. You may review this information here: Annual Campus Crime/Annual Fire Safety (Clery Act) Report. You may also obtain a hard copy of this information upon request by contacting Administrative Services at 541-888-7206.