Description/Job Summary

Under the supervision of the Director, the primary responsibility of the Administrative Assistant (AA) is to provide administrative and clerical support to project staff as well as maintain and manage the hard files and the database on participants and project activities. As the first point of contact for the program, the AA is expected to offer excellent service to both internal and external customers. The AA prepares brochures, fliers, applications, and other materials for the program; prepares purchase requisitions, assists with travel arrangements for staff; assists Director with maintaining fiscal records, keeps inventory of project equipment and supplies; performs other duties as assigned.

Responsibilities/Duties

+ Provide administrative support for staff in the following ways: (1) prepare hard files on students for staff use; 2) effective data management of highly confidential records of all participants in the Blumen database and other educational software.

+ coordinate the implementation of all scheduled program activities/events; 4) assist in scheduling orientation sessions and meetings between participants and staff; 5) serve as the UBMS liaison between varied college departments, participants, families, school personnel, vendors, and community/business partners to assist with program implementation of requested services.

+ Provide technical assistance or assist with obtaining technical assistance when needed.

+ Greet, assist and/or direct all internal and external customers.

+ Prepare applications, fliers, post cards, letters, forms, and other materials for printing and distribution.

+ Provide project information to students and others who inquire.

+ Attend ongoing local and virtual Administrative Assistant trainings to ensure the UBMS program successfully adheres to the policies and procedures within the college as well as the federal legislative and regulatory guidelines.

+ Prepare requisitions for office supplies, equipment, and all travel.

+ Keep an accurate inventory of all project equipment and supplies.

+ Assist Director with creating, maintaining, and reconciling fiscal records.

+ Submit all documents including "Authorizations to Pay" timely.

Required Qualifications

+ High School diploma or GED

+ 3 years clerical/administrative experience in complex office environment

Preferred Qualifications

+ Associate Degree

+ MS Office certification