JOB TITLE: Educational Talent Search / Upward Bound Program Assistant -UCC
DEPARTMENT: Student Services
CLASSIFICATION: Classified Full Time: 11.5 months
RESPONSIBLE TO: Director of Educational Talent Search and Upward Bound
The ETS/UB Program Assistant is responsible for providing administrative support to the director, advisors, and students of two grants funded under federal TRIO programs. The purpose of both programs is to encourage low-income, first-generation college students to complete high school and access the college of their choice. The assistant maintains all student records, ensures tracking information is complete and accurately entered in the grant databases, handles all payroll forms and purchase order paperwork, arranges field trips, and provides support services to participating students. An employee in this position handles confidential and sensitive information, prepares budget reports, and tracks budgets as requested. This position may also be responsible for training work study students.
EXAMPLES OF DUTIES:
Is the first point of contact for the programs, scheduling appointments, answering phone calls, and responding to emails in a timely manner.
Provides information about Educational Talent Search and Upward Bound to students, parents, the public and tutors. This may include any new student tracking requirements and changes to the program’s regulations.
Monitors daily, weekly, and monthly the ETS/UB web-based tracking system for accuracy, which is critical for submission of accurate reports to the Department of Education. Works with the director to prepare monthly contact reports and assists in the collection of data for the annal performance reports for the Department of Education.
Prepares purchase orders, travel advances, and other documents at the request of the director.
Prepares monthly grant expense reports and reconciles Banner financial reports with expense reports and communicates any discrepancies to the Director and Business office in a timely manner.
Maintains files of all information disseminated from the programs, as well as any documents related to the budget in a manner that meets federal regulations and requirements.
Completes scoring matrix on all ETS applicants to determine eligibility. Creates letters for both admitted and non-admitted participants, files all paperwork electronically, enters newly admitted participants into the database and communicates new participants with the ETS advisors.
Reviews and dates incoming Upward Bound applications and collects needed eligibility documentations, transcripts, and teacher recommendations.
Works with the staff and director to update social media accounts and videos
Works with the director and advisors to collect and evaluate transcripts for all ETS/UB participants from local schools and link these into the current student database.
Schedules parent nights, staff meetings, FAFSA nights or other meetings as needed.
Assists, as needed, with UB after school meetings, monthly seminars, and summer academy classes.
Coordinates with director to hire part-time work study and student assistants for office need
Prepares monthly stipend purchase orders for UB participants.
Assists with student trip planning including setting up arrangements, ordering busses, printing out maps, and sign in sheets, preparing permission slips and mailing, inputting all emergency contact information, creating evaluations (paper or online) and sharing the results with staff.
Assists with staff trip planning including arrangements, registration, hotel, flights, and transportation.
Chaperones trips as needed.
Coordinates with UCC IT staff to update computers yearly; troubleshoots any issues with staff equipment.
Maintains student’s files based on federal and grant requirements.
Maintains close relationships with middle and high school support staff and counselors, college admissions staff, high school connections staff, community agencies, and others to ensure the best services are available to students.
In coordination with the director and advisors, updates curriculum and maintains materials in one accessible location.
Maintains and updates projects inventory list in compliance with UCC and the Department of Education policies and regulations.
Prepares UB monthly informational email for students and parents
Gathers materials on career exploration, financial literacy, and alternative education options.
Maintains resource check out system.
Orders program and office supplies.
Handles confidential information in compliance with FERPA standards.
Works willingly as a team member, performing other duties as assigned by the director.
TYPICAL PHYSICAL DEMANDS AND WORK ENVIRONMENT:
Primarily indoor office working environment.
Current office design may require employee to bend, lift, stoop, crouch, and perform similar functions while performing essential and other job functions.
Is required to be able to perform these movements without a significant risk of injury, with or without reasonable accommodations, or to otherwise demonstrate or explain how performance of these functions is possible.
KNOWLEDGE, SKILLS AND ABILITIES:
Ability to relate to individuals from diverse social, economic, and cultural backgrounds.
Ability to relate to students in grades 6-12.
Ability to work with continuous interruptions.
Strong listening, oral, written and presentation communication skills.
Available to work occasional evenings and weekends.
Ability to work as a team member and develop cooperative working relationships.
Demonstrated flexibility to adjust to change and coordinate multiple projects.
Proficient knowledge Microsoft Office and database systems.
Two years general office/administrative work experience required.
Knowledge and experience in Microsoft Office college and grant database systems required.
Experience in handling multiple projects at one time required.
A.A. or A.A.S. degree preferred.
Any satisfactory equivalent combination of experience and training which ensures the ability to perform the work may substitute for the above.
SPECIAL INSTRUCTIONS TO APPLICANTS:
For full consideration applicants must submit with their application all of the following:
A cover letter which addresses your interest in and how you meet the minimum qualification requirements for the position;
Current resume that includes educational and professional work experience;
A list of 3 professional references listing contact information including email address;
Umpqua Community College Honors Veterans Preference
Applicants are eligible to use Veterans’ Preference when applying with Umpqua Community College in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Preference will be given only if the applicant meets the minimum criteria of the position and electronically attach the required documentation at the time of application.
Member Copy 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215)
Letter from the US Department of Veterans’ Affairs indicating receipt of a non-service connected pension.
Disabled Veterans must also submit a copy of Veterans disability preference letter from the Department of Veterans Affairs. You can request copies of your military service record through the National Archives website.
For information regarding Veterans’ Preference qualifications, visit www.oregonjobs.com.
If you wish to self-identify under Section 503 as an individual with a disability, please provide this information by completing Department of Labor Form CC-305 available at www.dol.gov.
Statement of Equal Opportunity
Umpqua Community College is an Equal Opportunity Employer. This means that we will extend equal opportunity to all individuals without regard for race, religion, color, sex, national origin, age, disability, handicaps or veterans status. This policy affirms UCC’s commitment to the principles of fair employment and the elimination of all vestiges of discriminatory practices that might exist.
Employment with Umpqua Community College is contingent upon background check approval
Umpqua Community College
541 440 7783
To apply for this job please visit www.schooljobs.com.