Administrative Assistant/Data Coordinator

Position Title:

Administrative Assistant/Data Coordinator

Job Description:

HINDS COMMUNITY COLLEGE

Job Descriptions

 JOB TITLE: Upward Bound Administrative Assistant -JPS                                                  

REPORTS TO: Executive Director

  DEPARTMENT: Title III & Sponsored Grants

EXEMPT: NO

VICE PRESIDENT: VP FOR UTICA CAMPUS

GENERAL STATEMENT OF THE FUNCTION

The Upward Bound Project Administrative Assistant will perform a variety of administrative and clerical tasks. The Administrative Assistant will provide support to the Upward Bound Director and employees, assisting in daily office needs and managing the program’s general administrative activities. Ultimately, the Administrative Assistant will ensure the efficient and smooth day-to-day operation of the Upward Bound office.

QUALIFICATIONS 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.

•           Positive customer service skills.

•           Knowledge of office management systems and procedures

•           Working knowledge of office equipment, like printers and fax machines

•           Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)

•           Excellent time management skills and the ability to prioritize work

•           Attention to detail and problem-solving skills

•           Excellent written and verbal communication skills

•           Ability to work with others effectively.

•           Understanding of and ability to work with low income, first generation and at-risk students.

•           Ability to work as a team player in a diverse working environment.

•           Must be able to follow oral and written directions and have the ability to establish effective working relationships with high school and college faculty and students.

•           Strong organizational and conflict management skills.

•           Empathetic and positive relationship builder.

•           Knowledge, skills and abilities sufficient to perform the function of the position as outlined. 

EDUCATION AND/OR EXPERIENCE

MINIMUM QUALIFICATIONS

• Associate’s Degree with work experience relating to office management
• Strong organizational skills with the ability to multi-task
• Able to work some evenings and weekends.

DESIRED QUALIFICATIONS

• Success in overcoming barriers similar to those confronting the project’s target population (low income, first generation college students or high-risk academic failure).
• Sensitive to the needs of disadvantaged students.

ESSENTIAL DUTIES AND RESPONSIBILITIES, include the following. Other duties may be assigned.

•        Answer and direct phone calls

•        Organize and schedule appointments

•        Plan meetings and take detailed minutes

•        Write and distribute email, correspondence memos, letters, faxes and forms

•        Assist in the preparation of regularly scheduled reports

•        Develop and maintain a filing system

•        Update and maintain office policies and procedures

•        Order office supplies and research new deals and suppliers

•        Maintain contact lists

•        Book travel arrangements

•        Submit and reconcile expense reports

•        Provide general support to visitors

•        Act as the point of contact for internal and external clients

•        Liaise with executive and senior administrative assistants to handle requests and queries from senior managers

•        Submit reports timely and as required.

   SUPERVISORY RESPONSIBILITIES:

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. Reasonab