Program Assistant - TRIO Program

General Purpose and Scope of the Position: The Program Assistant will be responsible for the day-to-day operations of the TRIO SSS office and provide administrative support to the Director and other program staff.

This position is 100% grant funded by the U.S. Department of Education’s TRIO SSS initiative for 12-months, continuation status contingent upon the availability for future grant funding. Current funding through 8/31/2025.

Major Responsibilities:

• Performs reception duties in a variety of modalities (in-person, email, text message, phone call, Zoom, form submission, instant messenger, etc.)
• Schedules and maintains program appointments, meetings, and events.
• Logs, directs and responds to virtual and in-person staff and student requests involving student problem solving, referral to other program staff or other departments, answering referral inquiries, and processing student questions, needs, and requests.
• Establishes and maintains organized filing and storage systems for the program, both paper and digital record-keeping.
• Maintains office files, equipment, and supplies.
• Performs purchasing and event or travel planning functions.
• Assists recruitment of TRIO participants including marketing for prospective applicants.
• Contributes to programming for TRIO participants in line with required and permissible services and in collaboration with other TRIO staff.
• Collects/maintains required student demographics, eligibility information, and performance indicators according to federal, state, and institutional documentation standards.
• Records general data for each TRIO participant (activity attendance, financial aid, etc.)
• Implements and maintains a comprehensive, 360-degree early warning system for TRIO students facing difficulties.
• Spearheads the management of the TRIO Resource Center and online program systems (i.e., Workday, Salesforce, Banner, Canvas, Campus Labs, Zoom, Teams, DocuSign, Lab Contact Assistant, FAFSA, program social media, program website, etc.)
• Assists the TRIO Director and Coordinator in the creation of program literature, materials, policy / procedure, memoranda, and reports.
• Partners with other services / programs (both inside and outside the college) as well as college employees, coordinating efforts and sharing resources.
• As an Ivy Tech employee, assists in efforts that support the community college mission.
• Serves as liaison between departments, faculty, staff and students.
• Assists in supervision of federal work-study students and campus interns.
• Implements technology support and technology troubleshooting for students and staff.
• Aids the TRIO Director with staff check-ins, project completions, work logs, etc.
• Assists the TRIO Coordinator with case management functions in relation to No Contact Reports, student text or calling campaigns, transfer recommendations / resources, student scholarship information, etc.
• Along with other TRIO staff, assists with the management of the TRIO Leadership Council, a registered student organization with the Ivy Tech Office of Student Life
• Attends national, regional, and local conferences as funding allows

The above list of duties is not to be construed as an exhaustive list. Other duties logically associated with the position may be assigned.

Full-time, benefits-eligible position with no enrollment waiting period. Excellent benefits include:

• Medical insurance, dental insurance, vision insurance, life insurance, spouse/child life insurance, long-term disability, short-term disability, as well as other voluntary benefits

• Retirement plan with 10% employer contributions, no match necessary and no waiting period for enrollment, does have a 2 year vesting period

• Employer contribution to Health Savings Account (with Choice Plan medical insurance)

• Free Ivy Tech tuition for employee, spouse, and dependents

• For those pursuing higher degrees, Tuition Reimbursement at other institutions.

• Eligible employer under the DOL Public Service loan forgiveness program.

• Opportunities for professional development

• Paid time off: Vacation and Sick time accrued biweekly

• Paid holidays: 8 days plus winter break between December 25th and January 1st