Reporting directly to the TRIO SSS program Director the Program Secretary shall be responsible for providing administrative support to the TRIO SSS program and keeping the office operational on a daily basis, assisting in providing services to students and community members.  
 
ESSENTIAL JOB DUTIES AND RESPONSIBILITIES:

1. Provide administrative support as well as process and procedure assistance for the TRIO SSS Program.
2. Answer telephones, direct calls and schedule appointments as needed.
3. Provide assistance, guidance, and support to those that work in the TRIO SSS program
4. Coordinate correspondence by telephone, computer, and in written form.
5. Operate all office technology. Inventory and order office supplies as needed. Keep supply cabinet orderly.
6. Process proper college forms by mail or through internal mail network. Process weekly Absence Reports, Request for Purchases and Leave Requests.
7. Coordinate and maintain all database projects. Maintain procedures as required by the Department of Education for TRIO SSS
8. Assist with travel arrangements and expense processing for TRIO SSS programing
9. Prepare meetings, correspondence and minutes as required(TRIO SSS Meetings)
10. Maintain office area, organized and attractive for students and community members, visitors, etc.
11. Conduct monthly inventories and generate month-end reports as required; assist with Research Department for reports for TRIO SSS Program.
12. Aid in tracking of students retention, persistence, graduation and transfer rates who are part of the TRIO SSS program
13. Maintain daily absence records for TRIO SSS staff reporting to the Project Director
14. Other duties as assigned by the Program Director of TRIO SSS

        
CONSULTING TASKS:

1. As needed

 
SUPERVISORY RESPONSIBILITIES:
            None
 
QUALIFICATION REQUIREMENTS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 
 
REQUIRED KNOWLEDGE, SKILLS AND PERSONAL QUALIFICATIONS:

1. Keyboarding at 60 words per minute required (test will be administered).
2. Expertise in executing job functions quickly, efficiently and accurately
3. Consistent follow-through on assigned tasks/projects
4. Flexibility with regard to work priorities and/or tempo of workflow.
5. Ability to gain knowledge of rules and regulations pertaining to the different aspects of the job related to student records
6. Familiarity with internet and email
7. Organizational skills, document tracking, and archiving
8. Skill with file maintenance and document imaging
9. Work effectively in office setting with heavy workload
10. Possess the ability to reduce negative behaviors on the part of students and visitors by utilizing effective listening skills and maintaining a calm demeanor.
11. Ability to display positive “can-do” attitude
12. Familiarity with operation of office equipment  (i.e. computers, copy machine, typewriter, calculator, fax machine, printers and scanners)
13. Professional attitude including discretion in handling confidential information
14. Proficiency in use of Microsoft Word, Excel, Access, E-mail, Internet, PageMaker, and or Desktop Publishing.
15. Team player with capability to handle multiple tasks simultaneously
16. Ability to work in a culturally diverse setting.

 
EDUCATION and/or EXPERIENCE:

1. High school diploma or equivalent required; coursework at the college level in administrative procedures preferred.
2. Minimum of two years administrative assistant experience, preferably in a higher education setting.

 
PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
While performing the duties of this job, the employee is frequently required to stand and talk or hear and sometimes walk and sit.  Occasionally the employee will bend or twist at the neck more than the average person.  While performing the duties of this job, the employee may occasionally push or lift items.  The employee is directly responsible for safety, wellbeing, and work output.
 
Specific vision abilities required by this job include close vision such as the ability to read handwritten or typed material, and the ability to adjust focus. The position requires the individual to meet multiple demands from several people and interact with the public and other staff.
 

1. Visual ability sufficient to operate computer and office equipment.
2. Hearing ability sufficient to answer telephone and assist patrons of the College.

 
SALARY:             $25,000 PLUS BENEFITS