Administrative Assistant II

About the role

The Opportunity UCF TRiO's Project ACE & Project EDGE are seeking applicants for an Administrative Assistant II to join their team. The Administrative Assistant II reports to the Managers of the Upward Bound Program and is responsible for providing administrative support, office management, and logistics coordination.

Responsibilities

• Maintain office operations, telephone calls, emails, mail, and packages; greet visitors and direct visitors to proper meeting locations and appointments.
• Process all necessary program paperwork and electronic records, including but not limited to: contracts, spend authorizations, expense reports, purchase orders, requisition and Workday cases.
• Maintain the program database (Blumen), including entering new student information, summer instructors' notes, trips and assisting the Managers with the annual performance report (APR).
• Maintain electronic participant records in compliance with federal confidentiality requirements (FERPA) and TRIO grant regulations; archives and maintains all historical data.
• Event & Program Support for staff & students: assist in planning trips, workshops, and the multi-week summer academy; coordinate transportation, lodging, catering, reserving classroom space and housing at UCF Main, ordering parking passes, CPR credits, obtain quotes, make purchases, make copies, etc.
• Maintain standard office machines and equipment; schedules repairs as needed. Place IT, building maintenance, and other work orders as requested.
• Serve as liaison between the programs and UCF departments, Florida TRIO and Blumen.
• Order keys, badges, business cards, expense cards, etc. for staff.
• Monitor and track expense and budgetary transactions, at times against a stated budget.
• Request transcripts and provide application consent forms to the respective school's records/school clerk.
• Maintain standard operation manuals for Upward Bound.
• Prepare reports, presentations, etc. to support program staff in achieving the grant's objectives.

Qualifications

• High School Diploma or Equivalent and 2+ years of relevant experience; or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219(6).
• We welcome candidates with any of the following qualifications: Experience with office or administrative support, including asset management and supply ordering.
• Experience with bookkeeping or financial data entry, including accuracy in managing physical and electronic records.
• Experience providing outstanding customer service in a student or client-facing role.
• Familiarity with Workday, Cobblestone, or similar systems.
• Proficient with Microsoft Excel, spreadsheets, reports or presentations.