1135 Assistant Director, TRIO Student Support Services

POSITION IDENTIFICATION

TITLE Assistant Director, TRIO Student Support Services

CLASSIFICATION NUMBER 1135

GRADE 43

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Director, TRIO Programs

MAJOR ADMINISTRATOR Assistant Vice President for Multicultural Services

GENERAL FUNCTION

The Assistant Director, TRIO Student Support Services assists program participants (low income, first generation, and/or disabled) to succeed in college by helping them determine appropriate academic goals and select academic schedules appropriate for their stated academic goals. The Assistant Director, TRIO Student Support Services guides pre-majors in the selection of academic majors and directs students to resources within the University that provide assistance in identifying academic majors and career choices, as appropriate. The Assistant Director, TRIO Student Support Services manages TRIO – Student Support Services programs relating to career guidance, graduate school motivation, test preparation, disabled student issues, student leadership, tutoring, and study skills.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A Master's degree is required.

Experience: At least two years of academic advising experience or college or university employment experience directly related to the job responsibilities of this position is required.  Student services or teaching experience is preferred. TRIO experience is preferred.

Skills: Excellent presentation and written communication skills, interpersonal skills (particularly in working with a diverse student population), organizational, and management skills are required. A record of inclusive conduct and evidence of multicultural skills in the workplace is required. A working knowledge of various computer applications is required; experience with database applications is preferred.

Other: A valid Missouri driver’s license is required. The scope of the position occasionally requires work in the evenings and on weekends. Continuation of appointment is dependent on the renewal of the TRIO grant.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Assists program participants in establishing appropriate academic and personal goals through intrusive academic advising and counseling and encourages the development of program participant study skills through the coordination and/or presentation of study skills workshops and individual study skills assistance.

2. Provides appropriate and positive academic skills and refreshment for program participants by developing, creating, and organizing workshops.

3. Provides an essential student service of academic advisement by being knowledgeable of academic policies and procedures of Missouri State University, assisting program participants in the development of academic schedules appropriate for their stated educational goals, guiding program participants in decision-making and learning how to accept responsibility for their decisions, assisting program participants seeking academic information, assisting pre-majors in the selection of academic majors, and directing program participants to resources within the University that provide assistance in making career and academic major choices.

4. Manages the TRIO Student Support Services Tutoring Program by coordinating with the Bear Claw, processing (skill-matching, recruitment and student clearance) and appointing tutors to meet requested needs, recruiting and providing orientation training for tutors, and recording and maintaining tutor files and records.

5. Facilitates personal and academic development of program participants by encouraging involvement in cultural and leadership activities both on and off campus, providing opportunities for participation in advising student leadership groups within the TRIO – Student Support Services program and motivating program participants to apply for graduate school in their chosen field of study.

6. Ensures the effectiveness of the advising process by maintaining both paper and electronic database advisee files for all assigned advisees, regularly updating advisee academic reports and counseling notes, and validating the information contained in the advisee files with the student database. 

7. Oversees the maintenance and updating of the TRIO Student Support Services website. 

8. Manages the Scholarship Program, assures that students are assisted with their scholarship searches and preparation, and assures current information and materials are available.

9. Manages the Graduate School Program by encouraging program participants to seek out graduate programs of interest and providing assistance in preparing for taking graduate entrance exams (GRE, LSAT, and GMAT).

10. Coordinates sophomore participation in the Career Services track which provides exposure to creating resumes, cover letters, mock interviews, academic and career assessments, dinner etiquette, etc.

11.  Supports the Upward Bound program by teaching classes, assisting in the planning and execution of Summer Academy, and facilitating workshops as assigned.

12. Promotes the services available through TRIO Student Support Services by presenting programs both on- and off-campus.

13. Provides information needed for decision making by keeping current and accessible TRIO enrollment records, managing and maintaining databases, and preparing and submitting reports on the TRIO student population as requested by the Director of TRIO Programs.

14. Works with the Director of TRIO Programs and Grants and Contracts in Financial Services by maintaining current reports of budgeting expenses and debits for the Director, staff, and Financial Services and maintaining purchasing records for TRIO Programs.

15. Helps to assure that TRIO students and potential TRIO students have full information on opportunities and responsibilities related to the SSS program by preparing materials used to promote TRIO programs, such as mailings to prospective students, coordinating assessments and other tests involving participants, directing participants to the appropriate resources for academic advisement, providing basic information in response to questions about matriculation issues,  and coordinating the cultural and social activities of the TRIO programs.

16. Assures the accuracy, completeness, and confidentiality of participants’ files by working with the Director to assemble and maintain the components of the student file, such as the TRIO application form, assessment forms, academic record forms, etc., preparing applicant files for review and decision by the Director, preparing and maintaining student files for participants, and coordinating the gathering of academic and financial need data on participants for entry into the student file.

17. Relieves the Director of TRIO Programs of routine operational details affecting the department by assuming responsibility for secretarial, clerical, and office management functions and making administrative decisions on behalf of the Director when appropriate and within established guidelines and policy.

18. Helps to ensure the success of the TRIO student tutoring program by preparing tutor payroll.

19. Helps to ensure that potential TRIO students have full information on opportunities and responsibilities related to the SSS program through the interview process once their application has been received.

20. Facilitates awareness of the TRIO programs by marketing the program and promoting program services through informational presentations to faculty, staff, prospective students from the MSU population and transfer students, and/or by distributing program literature at student festivals, strategic locations across campus, and elsewhere as appropriate.

21. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

22. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses required by the supervisor.

23. Contributes to the overall success of the program and the University by performing all other duties and responsibilities as assigned.

SUPERVISION

The Assistant Director, TRIO Student Support Services is supervised by the Director of TRIO Programs and supervises graduate students and/or student employees.

OFFICE OF HUMAN RESOURCES

REVISED SEPTEMBER 2013     

JOB FAMILY 4

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 3 - 1500 Points: Entry-level knowledge of the principles, concepts, practices, and methods of an administrative, managerial, technical, or professional specialty. Knowledge permits employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in professional or technical areas including accounting or auditing, financial management, business administration, human resources, law, engineering, science, or medicine, while gaining familiarity with the University's policies and goals, business practices, and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project, or to complete stages of a multi-phase project. Alternatively, knowledge at this level might also permit the employee to carry out recurring tasks and routine assignments requiring moderate experience in specific areas within higher education. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in a specific technical or professional specialty. Knowledge requirements may also include a limited amount of related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with a moderate level of additional related work experience or a non-specific Master's degree requirement with some related work experience.

Factor 2: Supervisory Responsibility

Level 4 - 470 Points: Supervision of (a) a moderate number of operative, administrative support, or paraprofessional employees who do not exercise a full range of supervisory responsibilities over other full-time employees, (b) a small number of professional employees who exercise limited supervision of others, or (c) large numbers of student workers or graduate assistants, or some equivalent combination of the above. The incumbent performs a full range of supervisory responsibilities including performance reviews of subordinates. The incumbent is responsible for training, planning, and directing the work of permanent employees, and generally controls hiring decisions. Supervisory responsibilities consume moderate amounts of work time and may include general work planning tasks.

Factor 3: Interactions with Others

Level 3 - 250 Points: The purpose of interactions is to advise or counsel others to solve recurring and structured problems, and/or to plan or coordinate work efforts with other employees who are working toward common goals in situations where relationships are generally cooperative. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public. These types of interactions require normal interpersonal skills.

Factor 4: Job Controls and Guidelines

Level 3 - 500 Points: The employee operates under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Administrative supervision is given through statements of overall program or project objectives and available resources. Administrative guidelines are relatively comprehensive and the employee need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations, the employee must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, or incomplete or conflicting data. The employee must interpret and refine methods to complete assignments. Characteristic jobs at this level may involve directing single-purpose programs or performing complex, but precedented, technical or professional work.

Factor 5: Managerial Responsibility

Level 3 - 850 Points: Work involves providing significant support services to others both within and outside of the department that substantially influences decision-making processes. Work activities are complex and others rely on the accuracy and reliability of the information, analysis, or advice to make decisions. Work activities have a direct, but shared, impact on further processes or services, affect the overall efficiency and image of the department, and may have material impact on costs or service quality within the cost center. Incumbents may be responsible for identifying areas of need and for developing proposals that request funding to fulfill those needs.