Administrative Associate

Key Responsibilities

• Contribute to an inclusive office environment by demonstrating active listening, establishing relationships, and providing assistance to students and other members of the campus community.
• General office duties include answering phones, greeting visitors, scheduling appointments, maintaining office files, ordering office supplies, overseeing service of office equipment, and emailing communications.
• Prepare and maintain accurate student records.
• Aid in the department budget by tracking program expenditures, preparing budget forecasts, verifying all expenditures against business office records, and maintaining receipts for all expenses.
• Prepare monthly reports for the HEOP Director and Associate Director.
• Oversee finance actions, including direct pay requests, and CentreSuite (department VISA transactions).
• Manage social media platforms by posting information about programs and events.
• Coordinate travel arrangements, program activities, staff/campus meetings, and workshops.
• Coordinate student textbook distribution in collaboration with the campus bookstore.
• Attend departmental meetings and develop a record of the meeting minutes.
• Compile information and assist with grant proposals/reports for submission to the New York State Department of Education.
• Prepare and distribute annual reports for schools, college administrators, and staff members.
• Support service reports for all program participants, identifying students who have not participated in any activities for the year and filing reports in student folders.
• Supervise work-study students and/or graduate assistants.
• Assist with other projects as needed.

Qualifications

• High School Diploma or Equivalency.
• Demonstrated success in working as a member of a diverse team.
• Strong organizational skills and the ability to manage multiple and varied projects while meeting daily deadlines.
• Proficient in Microsoft Office, Outlook, Word, Excel, PowerPoint, and a willingness to learn new programs/systems.
• Awareness of and commitment to addressing the needs of students from economically and educationally disadvantaged backgrounds preferred.
• Familiarity with educational opportunity programs or human services is preferred.
• Must be eligible to work in the United States.
• Minimum 2 years of demonstrated administrative support experience is required.
• Experience with data management and manipulation in Excel preferred.
• Experience with Banner and/or other learning management software preferred.