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. The role 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 position requires exceptional professionalism, strong organizational abilities, attention to detail, and excellent written and verbal communication skills.

Responsibilities

• Develop and monitor effective office management systems, including general office record-keeping, client and staff files, project inventory, purchasing acquisitions, and evaluation records.
• Work with the Senior Director to review program budgets on a monthly basis.
• Maintain the Project SOAR website and ensure information is up to date; assist with social media accounts by posting photos, sharing stories, or responding to posts.
• Assist in maintaining and supporting software on lab computers and printers; coordinate all needed technical applications for assessment, financial aid, career, and tutorial services.
• Work closely with various institutional offices to process acquisitions and maintain budget accountability (purchasing, accounting, IT, physical plant, business office, bookstore, catering, etc.).
• Assist in the preparation of statistical reports, grants, and annual performance reports from the Blumen database systems on a timely basis.
• Coordinate and organize program field trips, meals, and transportation in accordance with the Project SOAR Assistant Director.
• Work with the SOAR Academic Coordinator to contact students for announcements, grade checks, or other items as needed.
• Assist with recruiting events, manage the student intake page in SLATE, assist with student intake interviews, and selection of students.
• Purchase and maintain supplies and equipment; produce and maintain program forms and public relations materials in conjunction with the Senior Director or Assistant Director.
• Participate in college committees as requested.
• Complete all mandatory training and participate in a minimum of two professional development workshops each year, which may include TRIO Training programs or conferences.
• Perform other duties as assigned.

Requirements

• Associate's degree in Business Management, Computer Information Systems, or a related field, 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 students, under-resourced students, academically at-risk students, or students with disabilities.
• Valid Oklahoma driver's license and the ability to drive a 15-passenger vehicle.

Skills

• Familiarity with the 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 a high degree of accuracy and attention to detail.
• High degree of initiative to work independently and collaborate in a team environment.
• Strong interpersonal skills and sensitivity to a campus environment to work and communicate effectively with all students, faculty, staff, and community partners.
• Demonstrated knowledge of office technologies including office computers, fax machines, scanners, internet, Microsoft Office (Word, Excel, Access, PowerPoint, Outlook), and CANVA or similar products.
• Strong computer skills with the ability to organize information and schedules.
• Positive, open-minded attitude with the ability to work closely with students of various enrollment and skill levels.
• Ability to handle confidential information discreetly in a busy student-centered office.
• Excellent office management ability, including 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).

Work Schedule

Department hours are Monday through Friday, 8:00 am–5:00 pm with occasional evenings and weekends.

Pay

$15.00 – $15.52 hourly.