Project SOAR Administrative Assistant-FS8992 Part-Time

About the role

Student Support Services (Project SOAR) is one of eight federally funded TRIO programs supported by the U.S. Department of Education. This position is required to work twenty hours per week and is responsible for managing administrative operations for the program while providing support to the Senior Director of SOAR and Upward Bound. This position focuses on maintaining professional office operations and procedures, managing office inventory and supplies, providing clerical and budget-related support, ensuring accurate data entry and record management within the Blumen database, and assisting with daily program operations. The role requires exceptional professionalism, strong organizational abilities, attention to detail, and excellent written and verbal communication skills.

Responsibilities

• Develops and monitors effective office management system, which includes general office record-keeping, client and staff files, project inventory, purchasing acquisitions, evaluation records, etc.
• Works with Senior Director to go over program budgets on a monthly basis.
• Maintains Project SOAR website and ensures information is up to date; assists with social media accounts by posting photos, sharing stories or responding to posts.
• Assists in maintaining and supporting software on lab computers and printers; coordinates all needed technical applications for assessment, financial aid, career, and tutorial services.
• Works closely with various institutional offices to process acquisitions and maintain budget accountability (purchasing, accounting, IT, physical plant, business office, bookstore, catering, etc.).
• Assists in the preparation of statistical reports, grants, and annual performance reports from the Blumen database systems on a timely basis.
• Coordinates and organizes various program field trips, meals, and transportation in accordance with Project SOAR Assistant Director.
• Works with SOAR Academic Coordinator to contact students for SOAR announcements, grade checks, or other items as needed.
• Assists Project SOAR with recruiting events; manages student intake page in SLATE; assists with student intake interviews and selection of students.
• Purchases and maintains supplies and equipment; produces and maintains program forms and public relations materials in conjunction with the Senior Director or Assistant Director.
• Participates in college committees as requested.
• Completes all mandatory training and participates in a minimum of two professional development workshops each year, which may include TRIO Training programs or conferences.
• Performs other duties as assigned.

Requirements

• Associate's in Business management, computer information systems, or related fields or equivalent experience.
• Minimum of three years of progressively responsible work experience in an office setting as an administrative assistant or similar function.
• Experience serving populations eligible for TRIO services which include first generation college, under-resourced, academically at-risk, or students with disabilities.
• Valid Oklahoma driver’s license and ability to drive a 15 passenger vehicle.

Skills

• Familiarity with OSU-OKC student population.
• Ability to communicate diplomatically, clearly and effectively, both verbally and in writing to exchange information, give/receive instructions and respond to inquiries appropriately.
• Strong organization and planning skills with the ability to handle multiple tasks and prioritize effectively with high degree of accuracy and attention to detail.
• High degree of initiative to work independently and also collaborate in a team environment.
• Strong interpersonal skills and sensitivity to a campus environment in an effort to work and communicate effectively with all students, faculty, staff and community partners.
• Demonstrated knowledge of office technologies including but not limited to: office computers, fax machines, scanners, internet, Microsoft Office (Word, Excel, Access, PowerPoint, Outlook), and CANVA or similar product.
• Strong computer skills with ability to organize information and schedules.
• Possess a positive open-minded attitude and have the ability to work closely with a various student enrollment and skill levels.
• Ability to handle confidential information discreetly in a busy student-centered office.
• Excellent office management ability.
• Strong background in record keeping, budgeting, and reconciliation.
• Strong writing skills to assist students in editing papers or creating documents for Project SOAR.
• Passion for assisting customers and representing the OSU-OKC and OSU brand with positivity and professionalism.
• Demonstrated history of ethical and professional behavior.

Preferred Qualifications

• TRIO Experience either as a participant or former employee.
• Bilingual (Spanish).

Working Conditions

• Work is primarily performed in an office environment with a significant amount of contact in person, by telephone and via email.
• Must be able to work flexible hours to include some nights and weekends.
• In-state travel to include exposure to outside conditions as relates to program cultural events, activities and for trainings; occasional overnight stay may be required.
• Occasional out-of-state travel for cultural trips with students.

Physical Requirements

• Duties require extended periods of sitting, talking and listening.
• Duties require extensive use of computers, telephones and other office equipment.
• Requires possible lifting of up to 25 lbs. (If an object weighs more than 45 lbs., OSU-Oklahoma City requires this to be a two-person lift).