Administrative Office Associate - Upward Bound Details

Administrative Office Associate - Upward Bound

Hagerstown Community College - Hagerstown, MD

Employment Type : Full-Time

SUMMARY STATEMENT

The Administrative Office Associate provides part-time administrative and clerical support to the Upward Bound Manager and Advisor. One of his/her primary responsibilities will be to assist the UB Manager in tracking project costs and ensuring that the project budget is maintained in accordance with federal regulations and HCC’s grant administration guidelines. S/he will also receive and track UB student applications, filing, and help oversee student data on an ongoing basis in order to prepare an Annual Performance Report required by the U.S. Department of Education. This is a temporary part-time grant-funded position that is dependent on annual grant program budget approval (24 hours per week).

The work schedule for this position is: Monday - Thursday; 9 a.m. - 3:30 p.m.

ORGANIZATIONAL RELATIONSHIPS

A. The UB Administrative Office Associate reports to the UB Manager.

B. The position has no supervisory responsibilities.

C. The Administrative Office Associate coordinates closely with other Upward Bound staff, the grants accountant in the Finance Office, various Washington County Public Schools (WCPS) officials, Financial Aid, Admissions and Enrollment Management, Academic Advising and Registration.

ESSENTIAL DUTIES

A. Serve as receptionist/message center for the UB project.

B. Assist the Project Manager in administering the student application process and intake assessments.

C. Attend UB staff meetings with HCC and WCPS personnel, and record minutes Complete mass mailing of letters including application acceptance and decline letters.

D. Ensure that each student file is accurately kept to Department of Education standards.

E. Assist Project Manager and HCC’s research team in completing the Annual Performance Report.

F. Assist in scheduling meetings and workshops.

G. Assist with planning events (college trips, cultural events, Saturday workshops, parent meetings, and annual reception banquet).

H. Send appointment reminders to students for individual meetings, tutoring’s, workshops, parent meetings, college visits, and other events.

I. Disperse mail, faxes, packages, and miscellaneous paperwork.

J. Order, organize, and maintain office supply inventories and instructional materials.

K. Assist with purchase orders and requests for checks.

L. Ensure all participant information is recorded accurately in Datatel system, TUB, and Blumen database.

M. Contributed to UB program social media accounts to increase visibility, student and parent engagement.

N. Assist in the development and distribution of a regular UB program newsletter to engage students, parents, HCC and WCPS officials.

O. Other duties as assigned, in compliance with the UB grant.

EDUCATION AND EXPERIENCE

Associate’s degree required; bachelor’s degree preferred. Experience assisting with tracking data and budgets preferred; related work experience with high school, at-risk, low-income, and /or first-generation students preferred; experience overcoming barriers similar to UB students preferred.

SKILLS AND ABILITIES

Excellent interpersonal, verbal, and office management skills; proficiency in computer applications such as Word, Excel, and Access as well as e-mail and ability to use an integrated computerized data systems; ability to work independently and accurately and to make decisions in accordance with established policies and procedures.

WORKING ENVIRONMENT

The Administrative Office Associate will work in a normal office environment. Occasional evening and weekend duties, as needed, are required.

APPLICATION DEADLINE

This position is considered open until filled. Applications will continue to be accepted until the position is filled and considered closed.

Hagerstown Community College is committed to the recruitment, selection, hiring and retention of a diverse workforce.