Administrative Coordinator (Part-time), #14-137
Office of Upward Bound
SUMMARY:
The Administrative Coordinator reports directly to the Upward Bound Director. The
primary function of the Administrative Coordinator is to perform administrative and office
support activities for program staff. Additionally, the Administrative Coordinator will
manage the Program’s website and social media outlets. Duties include but are not limited
to supervising and managing time cards for part-time staff, answering telephone calls,
receiving and director visitors, filing, handling purchase orders and check requests, event
planning, ordering supplies for the office and program, and organizing and maintaining
office/student files.
RESPONSIBILITIES/ESSENTIAL FUNCTIONS:
1. Provides telephone and in person service and support to program, students, parents and
other members of the college and local community; greets office visitors; maintains daily
schedule for program staff; makes travel arrangements and schedules appointments as
requested
2. Updates and manages the Upward Bound Program’s website, Facebook, twitter, etc.
accounts; finds innovative methods to connect with current/former students
3. Provides word processing/production support for program and staff; composes
correspondence, edits material for grammatical correctness; assists in preparation of
reports and routine correspondence
4. Assists in quarterly and annual update of program goals and objectives; assists in collecting
and compiling data needed for special projects, programs, activities and Federal reports
through the use of the MS Access database, SIS, and National Clearinghouse
5. Creates and maintains office filing system including participant files; maintains participant
eligibility pool records and academic records of program participants
6. Responsible for distribution of program information and participants' applications and for
answering general questions pertaining to the program
7. Maintains office supply inventory; processes purchase orders, reconciling expenditures, and
invoices; operates office equipment; processes participants' stipends and student time
sheets
8. Assists in overall program planning and evaluation and participates in staff meetings
9. Contributes to team effort by offering innovative ideas; exploring new opportunities to
enhance the services of the department; helping others accomplish related job results as
and where needed
10. Interviews, hires with Director’s approval, trains and supervises student office workers
following established college policies, procedures and timeliness; manages, maintains and
submits time sheets for student staff
11. Manages, maintains, and updates a hard copy binder that documents the Program’s
expenditures; a copy of each item related to a cash advance, check request, or travel
reimbursement will be maintained in the document binder
12. Facilitates department projects by creating and documenting the process to implement
projects; monitoring project progress; coordinating activities; communicating with vendors;
resolving problems; making recommendations for management approval
13. Additional duties as assigned
14. Some weekends required
REQUIREMENTS/QUALIFICATIONS:
1. Associate’s degree required, Bachelor’s degree preferred
2. Advanced skills with web-based programs (HTML and JAVA), database entry and software, and
website management/social media
3. Ability to communicate effectively with persons from diverse cultures and backgrounds required
4. Effective oral/written communication skills in English; bilingual skills in Spanish highly preferred
5. Experience working with TRIO programs or first-generation college students; experience with
federal regulations working with Department of Education programs preferred
To apply, please submit a resume and cover letter to: resumes@oxy.edu by 5pm. on May 3,
2014.