Administrative Assistant - TRIO

Provide support to the McNair, Student Support Services, Educated Talent Search, and Upward Bound grants. Oversee reconciling, assisting in paying for expenditures, student data, student applications, managing the database, ordering supplies, assisting with new employee onboarding procedures, pulling and organizing the budget reports each month and overseeing the calendars for the grants. Submit Annual Performance Reviews (APR) data to the federal government. Manage front desk operations and staffing, along with overseeing the TRIO Marketing team. Coordinate departmental personnel searches and interviewing logistics and process for new employees. Develop and implement policies that tie into making sure the financial management system is operates efficiently. 

• Serve as department liaison. Respond to emails, filter phone calls, mail, to the TRIO Programs. Resolve day-to-day issues.
• Monitor Budget Expenditures for the department. Reconcile expenses, creates requisitions, submits invoices for payment, and departmental order supplies.
• Oversee financial management systems; making sure the flow of purchase requests, submitting any orders, and completion of support documents is up to date in departmental R-drive.
• Oversee Student Employees and coordinate new administrative personnel searches: assist and schedule interviews, employee onboarding for the various TRIO Programs.
• Assist with administrative Staff Calendars for student appointments, Manage TRIO Program Directors schedule for programming.
• TRIO reporting: Manage the Blumen Database, Processing, inputting, and organizing Student Applications.
• Process annual Performance Review (APR): researching and gathering needed date for submission of the APR to the federal government.
• Assist with updating developing procedures to help processes run smoothly in the office.
• Engage with ITS to order computer/phone for staff. Printer breaking, phones not connecting, working with Campus Operations and ITS on technical issues, and any issues with the Database.
• Update and implement forms. Current project: converting to an electronic System for storing and managing expenses through the R-drive, as well as creating a travel request/expense form, prior to travel date.

Experience

• One-year related experience required

Education

• High school diploma or GED required

Essential Competencies 

• Knowledge of basic mathematical skills
• Knowledge of basic reading skills
• Knowledge of basic mathematical and basic reading skills
• Ability to carry out verbal and/or written instructions
• Ability to effectively communicate, verbally and written
• Detailed-oriented and highly accurate
• Ability to work in changing environment and effectively in a team environment
• Ability to interact effectively with students, faculty and/or staff or the public and represent BGSU appropriately
• Ability to accurately receive and disburse cash whether currency, credit cards, checks or other payment forms
• Ability to query, run reports and modify data in financial systems
• Ability to coordinate or lead others in accomplishing work activities
• Knowledge of computer skills, such as MS Office, presentations, spreadsheets and/or database entry/query
• Ability to access and maintain document imaging systems, including scanning and filing documents
• Ability to operate computers and peripheral equipment such as printers
• Ability to draft office correspondence
• Ability to effectively utilize audio/visual equipment

Deadline to apply:  The search committee will review applications until the position is filled; however, for best consideration, applications should be provided by April 10, 2024.  

Bowling Green State University is an Affirmative Action/Equal Opportunity Educator and Employer . We are committed to a multicultural environment and strongly encourage applications from women, minorities, veterans and persons with disabilities. In compliance with the ADA Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position with Bowling Green State University, please call 419-372-8421 or email [email protected] .