Program Assistant (ETS/UB)
Starting Date:
ASAP
Application Deadline:
Wednesday, September 3, 2008 at 4:00 p.m.
Responsible to:
Director of Upward Bound/Educational Talent Search
EXAMPLES OF DUTIES:
Serves as the primary receptionist: schedules appointments, takes phone messages, and provides general information to students, parents and other individuals.
Assists students and others in providing program information on all aspects of the ETS/UB programs, including eligibility application, procedures, and ongoing student tracking requirements.
Daily monitors and maintains ETS/UB web-based tracking system for accuracy, which is imperative for submitting accurate reports to the US Department of Education.
Prepares purchase orders and journal vouchers at the request of the Director.
Prepares hiring paperwork, manages timesheets, and files all related payroll/HR paperwork.
Prepares monthly grant expense report, reconciles UCC Banner financial reports with expense report, and communicates any discrepancies to Director and Business office in a timely manner.
Reviews and dates new intake applications and collects eligibility documentation, transcripts, and other required information to ensure grant success.
Maintains all required Department of Education grant data in several database systems including Banner, the ETS/UB grant databases, and Microsoft Excel.
Gathers quarterly grades and semester transcripts for all ETS/UB participants from local schools, enters them in database, and sends to coordinators.
Prepares monthly participant statistical report and assists in the collection of data and preparation of the Department of Education Annual Performance Report with the Director.
Supervises part time work study and student project assistants in accurately entering student participant grant data.
Prepares monthly stipend purchase orders for Upward Bound participants.
Contacts students and parents and prepares mailings for permission slips, questionnaires, and other required paperwork.
Communicates students via e-mail, phone and mail. Maintains and updates student e-mail address list, and assists new students in setting up e-mail accounts.
Works closely with the UCC Computer Services Department to implement, evaluate and change grant reports for the Department of Education as needed.
Maintains project administrative and student files to ensure accountability to U.S. Department of Education.
Assists in scheduling Upward Bound Summer Academy, including finding classes, organizing trips and obtaining CRN's.
Maintains close relationships with middle and high school support staff and counselors, college counseling faculty, the TRIO Student Support Services Staff, community agencies, and other colleges to ensure that enhanced services are made available to all students.
Administers Myers-Briggs Type Inventory, processes results, and presents outcomes to students.
Maintains and updates project's inventory list in compliance with UCC and the Department of Education policies and regulations.
Formats and prepares monthly newsletter for students and maintains student, campus, and community distribution mailing lists.
Maintains the resource check out system and insures that all project resources are accounted for.
Provides administrative support to staff as needed, including regular letters/postcards/e-mail.
Assists staff in scheduling and planning cultural and educational events and college visitations. This includes travel arrangements, purchasing tickets, and hotel accommodations.
Orders all office and program supplies for the project.
Handles confidential information in compliance with FERPA standards.
Participates in preparation and presentation of student workshops.
QUALIFICATIONS:
Two years general office/administrative work experience required.
A.A. or A.A.S. in Business Administration or Business Technology preferred.
Computer technology course work or work experience required.
Knowledge and experience in using Microsoft Office required.
Records system management experience preferred.
Experience in handling several projects at one time required.
Strong listening, oral, written, communication and organizational skills required.
Ability to work independently with continuous interruptions required.
Demonstrated sensitivity and experience working with students from diverse social, economic, ethnic, academic and cultural backgrounds required.
Available evenings and weekends on occasion for special projects.
SALARY:
$21,593 per year, 11 months, Full-Time Classified Salary Schedule, Grade 19, Step 1
FRINGE BENEFITS:
Family health, dental, vision insurance, employee term life, and disability insurance provided at a minimal employee contribution. Participation in PERS after 6 months, with a 6% employee contribution.
CONTACT:
Ashley Anderson, Human Resources Assistant, (541) 440-4626 voice or TDD. UCC Personnel will provide, upon request, reasonable accommodation during the application process for individuals with disabilities. AA/EEO. Please Note: No submitted materials will be returned and/or duplicated. To apply, send the completed UCC application (available on this web site).
UCC Employment Application 
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