Talent Search Program - Administrative AssistantTELACU Residential Management, Inc. • United States

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Talent Search Program - Administrative Assistant

TELACU Residential Management, Inc.

United States

United States

About

Job Summary Under general supervision of the Program's Project Director provides Administrative support to the Talent Search Program (the "Program"). Essential Job Duties Provides general information to the public about the Program Prepares Program-related correspondence and reports for Program Provides periodic reports on Program updates and maintains the Project Director up-to-date with pending projects/assignments Tracks and monitors the timely processing of expenditures and payments Develops and manages the preparation of Requests for Approvals (RFAs) and Requests for Expenditures (RFEs), including obtaining bids/quotes for purchases, gathering invoices, placing orders, and submitting required documents for payment process according to established guidelines Maintains and updates the Monthly Expense Logs on we weekly basis to support with tracking budget expenditures Supports with screening Program applications Develops, updates, audits and maintains current and accurate participants' files and records to comply with U.S. Department of Education Guidelines and Standards. Maintains Program database(s), which includes accurately entering data, records, and continuously updating and verifying data accuracy for submission of the Annual Performance Report(s) and ensure these are in compliance with the U.S. Department of Education Guidelines and Standards Maintains and safeguards documents, sensitive information and ensures confidentiality of Programs' information Maintains inventory of office equipment and supplies including, but not limited to, maintaining service contracts and inventory logs for office equipment, coordinating service/repair schedule, tagging/labeling office equipment, and ordering office supplies as needed Greets all visitors including participants and parents, as needed Sorts and distributes incoming mail, and maintains a log of all incoming and outgoing packages and distributes these accordingly Prepares outgoing mail and ensures pick-up Answers calls (when at the office); directs calls to appropriate Program or individual; takes messages when necessary and ensures messages are forwarded in a timely manner As policies, procedures and practices are updated and communicated to Program staff, supports with ensuring staff follows and adheres to established standards in areas of correspondence, compliance, time-keeping and accounting Makes travel arrangements for Program staff, (i.e. reservations, accommodations, per diem requests and expense reports) Provides support on special projects Attends appropriate TRiO conferences and/or professional development trainings as required Ensures all forms of written communication (i.e., letters, memorandums, e-mails) for assigned target high school participants, parents, and public meet the TELACU Corporate Communication Group Standards Performs other Program related projects as assigned Attends staff, departmental, and required meetings Adheres to all company policy and procedures Works some evenings and weekends Experience & Education: Must have a high school diploma or equivalent, and minimum of three year of secretarial/ administrative experience. Must show evidence of professional or personal experience in overcoming barriers similar to those facing Program participants Ability to work and communicate effectively with students, parents and community. Must demonstrate good interpersonal skills, able to work in cooperative management setting, and at ease working with students individually and in groups Must have strong organizational skills Must have effective verbal and written communication skills, including letter composition, status reports, and excellent grammatical usage, spelling, punctuation skills and superior proofreading skills required. Displays professional demeanor, positive attitude and self-image Ability to multi-task Flexibility in adapting to changing assignments as priorities arise Knowledgeable of record keeping procedures and understanding of filing systems. High attention to detail for accuracy and consistency. Must have excellent telephone etiquette. Ability to follow directions and complete tasks as requested Must be bilingual and fluent in English/Spanish (written and oral) Preference for candidates who have held a prior position within a university/college EOP, TRiO Program or other student support service programs Demonstrated sensitivity to the needs of first-generation and/or low-income students; understanding of cross-cultural values regarding education; and ability to establish rapport with target population Must be flexible to work evenings and weekends and travel as required Must receive a favorable clearance report from background check results, Live Scan fingerprinting, tuberculosis screening and drug screening Valid First Aid and CPR certification required Computer & Software Skills: Proficient in Microsoft Office Suite Applications Experience in and/or ability to learn database management applications Basic ADP WorkforceNow user Travel: Some local travel Must have a valid California Driver's License, proof of current vehicle insurance, and a driving record that meets TELACU Education Foundation insurer's criteria; must be able to use own vehicle in the course of work Reasoning & Mental Abilities: Uses critical thinking skills to interpret information furnished in written, oral or schedule form and to analyze more complex documents like agreements and contracts. Makes sound decisions and sets goals based on available information and evaluates situations and requirements to plan and adjust work accordingly. Projects accurate future occurrences based on current or historic data. Must be able to work independently and without direct supervision; able to make decisions about the severity of variable situations and evaluate the most appropriate response; able to make appropriate decisions related to customer requests. Work Environment & Exposures: Position may require occasional exposure to fumes or airborne particles, vibration and loud noise levels. Will be exposed to varying weather conditions, soil, pollen, grass and plant materials and fertilizer while working. HAZARDS:
Little or no exposure to hazards. EQUIPMENT USE:
Computer, keyboard, mouse, cell phone, copy machine, fax machine.

United States

Languages

English

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