Operations Assistant, TRIO Student Support Services

Under the supervision of the Project Director of the TRIO Student Support Services Program, this position plays an essential role in supporting the day-to-day operations of the federally funded TRIO Student Support Services grant. The Administrative Assistant provides comprehensive administrative and office management support, serves as a resource to professional staff, and helps ensure students receive high-quality services through the efficient operation of the program. This is an hourly position reporting to the Project Director.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following: 

Position Specific Responsibilities

• Administratively supporting the Program Director and Associate/Assistant Director carry out the day-to-day functions of the office to support the mission of the program. 
• Manage records and relevant database of the Trio SSS students and potential applicants. 
• Provide excellent customer service to all students, faculty, staff, and families. 
• Assist in communicating to other campus offices regarding program specific messaging and support. 
• Creating a safe and supportive office environment for TRIO/SSS participants and staff. 
• Perform other duties, as requested by the institution and approved by the sponsoring agency, in support of the implementation, administration, reporting, and compliance requirements of the TRIO/SSS grant. 

QUALIFICATIONS: 

To perform this job successfully, an individual must be able to succeed in a results-driven professional organization. Transferable skills from relevant experiences in education, not-for-profit, business, or other industries and fields will be considered. Additional qualifications specific to this position are below:

Education and/or Experience 

Required: 

1. High school diploma.
2. At least one year’s administrative or office support experience in student service areas designed to promote achievement and success or in customer service, hospitality, or events management. 
3. Training experience in education, human services, and public policy or related fields that enhance knowledge of student retention, support services that increase grade point averages and graduation rates.

Preferred: 

1. Related experiences in a college or university setting. 
2. Experience managing any professional level staff. 
3. Experience using software or databases related to the work of the program. 
4. Experience providing services to people with disabilities. 
5. Experience in customer service roles. 

Examples of Measures of Success 

Success will be measured by at least the following metrics:

• Eligible participants recruited and served
• Participation, satisfaction, academic standing, retention, and degree completion rates 
• Post-baccalaureate placement for students participating in services and programs
• Student Learning Outcomes

CRITICAL SKILLS, ABILITIES, AND KNOWLEDGE:   

 Skills  

• Communication skills: Excellent written, oral, and interpersonal communication skills.   
• Self-management skills: ability to manage time effectively, learn, and contribute to overall departmental tasks and goals.    
• Project coordination skills: ability to lead or contribute to planning or organizing projects, programs, services, etc.   
• Conflict resolution skills: ability to use interpersonal skills to develop and maintain positive professional relationships and resolve conflict in a team environment and with individuals from various diverse backgrounds and experiences.   
• Analytical skills: ability to analyze information and offer sound recommendations.    
• Computational skills: ability to perform basic mathematical computations to assist with financial operations and/or data collection, analysis, and reporting.   
• Computer skills: proficiency with word processing and spreadsheet software, preferably Microsoft Office, Microsoft Teams, Outlook Calendaring, Office 365.   

 Abilities  

•  Ability to adhere to work attendance requirements.   
• Ability to model self-care and well-being for colleagues and, most importantly, students.   
• Ability to manage emotions, function effectively, and make sound decisions in stressful and crisis situations.   
• Ability to handle multiple projects, services, activities, etc. in a timely and professional manner in a fast-paced and results-oriented environment.   
• Ability to be flexible, diplomatic, patient, service-driven, and a self-starter.   
• Ability to work independently under limited supervision and in teams.    
• Ability to make reasoned administrative and procedural decisions and judgments on sensitive and confidential issues.    
• Ability to work evening and weekend hours based on operational need.   

 Knowledge   

Preparatory knowledge: coursework, military, or work-based knowledge of, for example, student development theories, learning theories, organizational theories, risk management.   

• Software/database systems: Ability to use software/databases related to student success initiatives.  
• Student knowledge: knowledge of generational college students and the ability to design generation- and audience-specific programs, events, and services.   
• Reporting experience: experience with program databases or software programs used to track, monitor, and report services to students.   
• Regulatory knowledge: FERPA.  

 Examples of Measures of Success:    

1.  Participation Outcomes 
2. Satisfaction Outcomes 
3. Retention Outcomes 
4. Graduation Outcomes 
5. Attainment of Student Learning Outcomes 
6. Professional development experiences