Administrative Specialist – SSSP/Advantage Program

About the role

Work as a member of the Advantage Team to provide office assistance and data entry duties. Responsibilities will include assisting with the daily operations of the office, events, activities and workshops, maintaining student records/files, assisting with communicating and providing services to Advantage Program students and data management.

Responsibilities

• Work cooperatively as a member of the Advantage Program to handle routine duties for the Advantage Team including but not limited to performing secretarial duties such as typing, word processing, database/spreadsheeting, record keeping, filing, telephone calls, and taking minutes at staff meetings.
• Serve as initial point of contact to greet visitors and to respond to inquiries including walk-ins, mail-ins, and phone-ins.
• Create, update, and maintain program files for Advantage Program students, both electronic and physical.
• Order all office and instructional supplies, furniture, equipment through proper RACC methods/procedures.
• Schedule and manage staff calendars to setup appointments, staff and other meetings. Assists in scheduling vendor meetings/events and helps with the budget calculations for these events and program purchases.
• Learn new computer programs as required. Utilize the College’s student information system and all other computer software programs as required.
• Create content, maintain and monitor the department’s social media accounts.
• Maintain the files of the students that completed the required financial literacy component of the grant.
• Research, collect, compile, and perform high level calculations and comparison record data for Advantage Program Annual Performance Report. Maintain all record keeping, files, and data management as required by the college and grant, ensuring data integrity.
• Assist Advantage Team in orienting new students to the Advantage Program.
• Assist Program Director and Specialist with preparing materials for workshops and programs including but not limited to career, transfer, financial literacy, and academic development.
• Provide students with information about program services, events and workshops.
• Work closely with Peer students to ensure they are operating within the college policies and in noting the status of the program tasks assigned. In absence of the Director, approve Peer student work hours to ensure payroll is complete timely.
• Assist Student Support Specialists with student outreach to schedule appointments and assist in directing students to resources at RACC.
• Perform other related duties as assigned by supervisor.

Qualifications

• Required:
  • Ability to read and comprehend simple instructions, short correspondence, and memos.
  • Ability to write simple correspondence.
  • Ability to effectively present information in one-on-one and small group situations to participants, staff, school personnel, and other RACC employees.
  • Mathematical Skills: High School Diploma
  • Two (2) years of full-time secretarial experience in a business office
  • Must be proficient in the use of Internet, Microsoft Office, spreadsheet, and word processing software.
  • Highly Organized
  • Must be able to learn and utilize Colleague and Student Access.
  • Excellent interpersonal and communication skills
  • Conduct yourself in a professional manner and exhibit a positive image for RACC at all times.
  • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.
  • Ability To Apply Common Sense Understanding To Carry Out Detailed But Uninvolved Written Or Oral Instructions. Ability To Deal With Problems Involving a Few Concrete Variables In Standardized Situations.
• Preferred:
  • Associate’s Degree
  • Bi-lingual English/Spanish
  • Experience in overcoming educational and economic obstacles
  • Knowledge of the needs of low-income, first-generation college students

Physical Demands

Required while performing the duties of this job, the employee is frequently required to talk, sit; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

Work Environment

The noise level in the work environment is usually moderate.

Pay

$37,000 per year

Schedule

Working hours for this position consist of a 7.5-hour period Monday through Friday exclusive of a ½ hour or 1-hour lunch. Specific hours to be agreed upon between the supervisor and employee at the onset of employment. These hours may require occasional evening and weekend work. The hours may be modified based on the needs of the SSSP/Advantage Program with advance notice and mutual consent of the employee and the supervisor.