Academic Secretary

About The Role

The academic secretary maintains the electronic database and paper records for the Upward Bound Program. They keep accurate books of program accounts and reconcile the program’s purchasing each month. They publish newsletters, brochures, and grant materials. They complete forms, memoranda, and requests to sustain daily operations of the program. They serve as a receptionist to visitors and check and update social media weekly.

Responsibilities

• Initiate paperwork for ensuring personnel hires, purchasing supplies and equipment, travel authorizations using Workday.
• Reconcile the program's purchases and record-keeping (stipends, credit cards, etc).
• Update the program's database and improve the program's documents.
• Use computer and Microsoft Software for program essentials.
• Maintain filing system in hard copy and electronic forms.
• Assist Program Director in preparation for budget and federal annual reporting processes.
• Assist with auditing processes and tracking alumni.
• Check and respond to emails about the program.
• Update calendars for staff members and help with the initiation of activities for the program.
• Occasionally make reservations on and off campus.
• Maintain office supplies and inventory.
• Open and distribute mail.
• Create infographics for the Program for social media posts and publications.

Requirements

• High School Diploma/GED is required but some college to a college degree is preferred.
• Two years of related work or experience is preferred.

Pay

Posted salary.