Program Secretary, Upward Bound

H0445P

Hourly- Grant Funded

Program Secretary, Upward Bound

Grant-Funded

Non Exempt

The Upward Bound Program Assistant will work with the Project Directors and other members of the projects’ staff to effectively and harmoniously provide services to program participants. This individual will work with disadvantaged students as well as faculty, the staff at Prairie State College and at target schools. This individual will assist with the preparation of all monthly quarterly and annual reports. Maintain all student and program records in files. Maintain the program’s database and provide formative and summative reports to the Project Director. This individual will assist the director in monitoring activities and collaborative efforts in accordance with the projects established goals and objectives. This individual will support the Director to ensure that all aspects of record keeping and program planning, development, and evaluation are in place to maintain compliance.

1. Work with the Director and the program’s Academic Advisors to ensure that the goals and objectives of the UB project are met.2. Monitor program participants and be responsible for the day-to-day maintenance of UB participant’s files-hard copy and data based3. Provide professional support and assistance in activities designed to assist UB participants and parents related to participating students’ secondary and post-secondary school admissions, financial aid, academic advising, registration, orientation, graduation, and overall guidance in an effort to meet program participants’ needs.4. Help with the coordination of programming relative to the UB Project, particularly those related to recruitment, retention. Assist students with program registration, submission of eligibility documentation and information, and related services as needed by project staff.5. Support and participate in both in-and out-of-classroom lives of UB participants in an effort to enhance their development and learning experiences. Maintain detailed records of all aspects of students’ progress including academic, social, personal, etc., that would aid, or impede their overall success. Maintain both the electronic and the paper database and filing systems.6. Assist the Directors with completing the programs’ Annual Performance Report.7. Performs a variety of clerical and general support functions that are primarily routine in nature but require the knowledge of the general operating procedures of the office.8. Maintains and orders office supplies and materials needed for Upward Bound activities/events and personnel.9. Assist with planning college tours, meetings, special events, etc.10. Performs other duties as assigned within the scope of the department, consistent with the role of this position.11. Assistance with maintaining an annual budget.12. Build and maintain a positive working relationship with UB schools, faculty, counselors, administrators, and parents/guardians to assist program participants with academic advising, counseling, referral, and information services.13. Coordinates large-scale, complex projects. Ensures that project needs are identified, detailed plans are outlined, projects are initiated and coordinated, and work is delegated or assigned.14. Coordinates travel arrangements, transportation, lodging, conference registration, travel authorizations, and processes all travel and expense reimbursement requests. Provides logistical support for special events, as assigned, including communications, hospitality, facility reservations, and scheduling.15. Trains and supervises student assistants; determine the methods and procedures by which student work is to be accomplished; completes Performance Evaluations or verifies that direct supervisors have completed Performance Evaluations. Runs monthly student timekeeping reports as needed for payroll processing.16. Assist in onboarding new summer faculty, staff and student workers. Schedule installation of phone, computer, office space, furniture and other needs.17. Use various Internet-based and college technical resources to research, obtain quotes on, and purchase materials, supplies and equipment as requested by the Program Directors.18. Using technical resources including Colleague and others, process, facility use, room reservations, vouchers, student stipends, invoices, purchase requisitions, subscriptions, budget transfers, work orders and service arrangements.19. Prepare agenda, take minutes at the project meetings, and maintain records of minutes.20. Assist in onboarding new summer UB faculty, staff and student workers. Schedule installation of phone, computer, office space, furniture and other needs.21. Performs other duties as assigned within the scope of the department, consistent with the role of this position.

1. Associate’s degree in secretarial, clerical, business, and/or office management is required.2. A minimum of three years successful office experience with extensive word processing; postsecondary education may be substituted for required experience at the rate of one year of education for one year of experience.3. Demonstrated sensitivity and experience with students from low-income, disadvantaged educational backgrounds.4. Demonstrated ability to assist students in a culturally diverse environment.5. FAFSA knowledge and experience in financial aid and financial literacy.6. Working knowledge along with comfort level in assisting students with college and university admissions along with financial assistance processes.7. Proven commitment to target participant population.8. Ability to work in teams.9. Ability to maintain confidentiality

• Experience working with TRIO Programs or other programs designed to provide support to under
• represented student populations.

• Experience working in a community college

• Working knowledge of Title IV-Federal Financial Aid.

• Outstanding programming skills designed at enhancing the quality of the academic and personal lives low-income and first-generation students.

• Experience with Colleague

8:30 a.m. – 12:30 p.m. Monday- Friday

$20 / hr

05/23/2024

Yes

All applications must be submitted electronically.