3561 Program Assistant, TRIO Programs

CLASSIFICATION Nonexempt

IMMEDIATE SUPERVISOR Director, TRIO Student Support Services

MAJOR ADMINISTRATOR Vice President for Student Affairs

GENERAL FUNCTION     

The Program Assistant provides support and managerial assistance in the implementation of various operational functions within the TRIO programs.  Specific areas of responsibility include coordinating student worker payroll, preparing reports, working with the budget, including procurement cards, making informational presentations, managing TRIO property, coordinating cultural activities, supervising student workers and Graduate Assistants, and general clerical duties.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A high school diploma or the equivalent is required; a bachelor’s degree is preferred.

Experience:   At least four years of responsible office clerical experience is required.  However, specialized training or education beyond high school which includes knowledge of general office procedures and the skills required for the position may be substituted for two of the four years of required work experience.    Supervisory experience and public speaking experience is preferred.

Skills: Data compilation and management skills are required.  Word processing, spreadsheet, and database management experience is required.  Strong oral and written communication skills, excellent interpersonal skills, and organizational skills are required.  A strong understanding of budgeting, which includes bookkeeping and the use of electronic spreadsheets is required.  The ability to handle numerous tasks simultaneously while maintaining attention to detail is required.

Other: A valid Missouri driver’s license is required.  The appointment is dependent on renewal of TRIO grants. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. 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.

2. 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.

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

4. 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. 

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

6. Ensures the security, availability, maintenance, and proper use of TRIO resources by managing access and use of laptop computers, digital cameras, other electronic equipment such as software and graphic calculators, and scholarship books made available to program participants through lending programs.     

7. 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. 

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

9. 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 Director of TRIO Programs.

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

SUPERVISION 

The Program Assistant is supervised by the Director of TRIO Programs and supervises student employees and Graduate Assistants. 

OFFICE OF HUMAN RESOURCES

REVISED JUNE 2011

Factor 1: Educational/Experience Requirements of the Job

Level 5 - 680 Points: A combination of education and experience equivalent to a Level 5 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.

Factor 2: Complexity and Technical Mastery

Level 3 - 220 Points: Considerable skill in oral and written communication, the ability to make basic mathematical calculations, the ability to understand and follow instructions, knowledge of moderately complex or other work procedures, and the ability to work independently and coordinate a variety of activities and events are required.

Factor 3: Responsibility for the Work of Others

Level 3 - 60 Points: Supervision of one student or part-time worker or graduate assistant, where the nature of supervision is largely confined to scheduling and assigning tasks and reviewing completed work. The incumbent may provide input into the staffing and evaluation processes, but the final decisions are made by other supervisors. The incumbent does not perform a full range of supervisory activities and spends relatively little time performing supervisory functions.

Factor 4: Guidelines

Level 3 - 220 Points: The work involves carrying out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the incumbent must select from the most appropriate of several guidelines, and make minor adjustments to methods. The incumbent uses judgment in interpreting and adapting guidelines such as University policies, regulations, precedents, and work directions for application to specific cases or problems. The incumbent makes decisions regarding most deviations from the guidelines but major deviations from guidelines are referred to the supervisor. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on assignment, incumbents use diverse but conventional methods, techniques, or approaches. Jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.

Factor 5: Contacts

Level 3 - 105 Points: The purpose of contacts is to advise or counsel students or the general public, or to plan or coordinate work efforts with other employees who are working toward common goals and where relationships are generally cooperative. Contacts are moderately structured and routine.

Factor 6: Work Impact

Level 3 - 300 Points: Work activities normally address conventional problems or situations with established methods to supply other employees with information, services, or products they use to perform their work. Work products or services facilitate the work of other employees and directly affects the ability of other employees to timely complete specific tasks or processes. Work activities may affect the quality of services provided to moderate numbers of employees, students, or the public, but the services, information, or products provided have relatively minor effects on the welfare of the affected groups.

Factor 7: Physical Effort and Work Environment

Level 1 - 25 Points: The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or the lifting and carrying of small objects.