Program Assistant - Title III Program (Reopened)

Position Summary

The primary function and responsibilities of this position are to provide technical support and clerical assistance by working in all aspects of the Title III Programs. This unit provides administrative oversight for two federally funded grants (HBCU Part B and HBCU-FUTURE). The work includes typing, organizing, and filing program reports, correspondence, applications, and other assigned documents; developing and maintaining electronic files; and using the College's Banner System. This employee prepares a variety of documents, executes various administrative procedures, files and manages records, and performs related work as assigned. Additionally, this employee serves as a liaison between the Director's Office and other offices, coordinating and facilitating operational functions related to the College's business. This position is partially funded by a federal grant and is not eligible for nonprobationary status. Salary Schedule: E4 05

Essential Duties and Responsibilities

Assist in managing the Title III Program's main office by maintaining accurate records to support the daily activities of the office and administrative staff.

Assist the Title III Director by monitoring the status and progress of the activity in meeting the goals and objectives of the grant.

Assist in establishing, maintaining, and effectively communicating an informed understanding of the goals and objectives of the Title III program to other College personnel.

Assist with the preparation and compilation of all Title III-related reports, including Quarterly Reports, End-of-the-Year Reports, Continuation Application, Annual Performance Report, etc.

Prepare and process service contracts for requisitions development in Banner.

Proofread and edit correspondence and documents.

Participate and attend meetings, workshops, activities/events required by Title III.

Monitor all Time and Effort forms and submit to the program director for review and signature.

Maintain accurate and current records of departmental purchases, equipment, travel statistical data, daily office activities, daily program activities, and appointments.

Establish and maintain accurate and current files of letters, reports, records, and other documentary material, and ensure that information in these files is kept confidential.

Render administrative assistance to the Title III Director as directed in accordance with specific written or oral instructions.

Provide program support, when requested by the program director, to compile and maintain program materials and documents, including all proposals/reports, assist with the preparation of the annual submission of the activity budgets, revised objectives, and implementation plans to the U.S. Department of Education.

Monitor to ensure that all external assistance, consultants, and other contracts are operating and executed according to schedule, and process appropriate purchase requisitions for such services in a manner to ensure ample opportunity for bidding or other required procurement practices.

Work closely with the College Business Office staff to ensure the Title III Program Administration Office is in coordination and compliance with all internal and external financial management controls requirements.

Always represent the office in a positive and professional manner.

Support the mission and goals of the program and other related program activities.

Organize and implement procedures for executing various administrative assignments; assist in arranging meetings, internal assessments, and appointments for the Director and staff with other Title III personnel.

Provide support as needed and coordinate meetings and schedules to maintain organization.

Assist with data collection, compilation, and preparation of reporting for APRs, IPRs, Quarterly Reports, and other external and internal reports; organize and maintain Employee and Student Contracts, Time and Effort Reports, Quarterly Reports, Annual Performance Reports, CDPs, Inventory Reports, other Internal and External Reports, and General Office files.

Perform general office management duties, recommend methods for improving office procedures, and perform other duties that may be assigned by the immediate supervisor.

Assist in coordinating activities in a manner that will facilitate maximum effectiveness and utilization of program resources.

Attend training sessions, conferences, and workshops to stay abreast of regulations, policies, and professional development.

Coordinate inventory control functions purchased and supported by Title III funds.

Assist in inventory/distribution of Title III equipment, including tagging and maintaining documentation of Transfer/Disposal forms.

Maintain and update an inventory file of Title III equipment.

Maintain an electronic database of all monthly and inventory reports and documents.

Conduct inventory control audits and site visits of Title III activities.

Maintain electronic (database) and paper records of findings and prepare associated monthly equipment inventory reports with recommendations.

Maintain confidentiality of all records related to the Title III Program Administration Office.

Perform any other duties requested and assigned by the program director and perform all duties in a timely manner.

Qualifications

Required Minimum Qualifications:

1. Associate degree from a regionally accredited institution.
2. Three (3) years of experience in an office or administrative professional environment.
3. Three (3) years of administrative, secretarial, or office management experience within the postsecondary education system or higher education.
4. Experience managing multiple projects with specified goals and timelines.
5. Considerable experience in clerical/secretarial work, office administration, customer service, personal computer operations, and technical assistance.
6. Understanding/knowledge of departmental methods, policies, and practices.
7. Comprehension, interpretation, and application of laws, regulations, standards, policies/procedures pertaining to the essential duties and responsibilities of the position.
8. Thorough working knowledge of Inventory Control.

Preferred Qualifications:

1. Bachelor's degree.
2. Equivalent combination of education and experience with federal programs.
3. Thorough working knowledge of the College's Financial Management Systems (Banner).
4. Work experience with the use of analytical software.
5. Experience composing documents that include hyperlinks and charts, table of contents. etc.
6. Experience using a web browser (i.e., Google Chrome, Internet Explorer, Microsoft Edge).
7. Knowledge of regional and programmatic accreditation requirements.



Required Knowledge, Skills, & Abilities:

1. Knowledge of computer systems and applications.
2. Cooperative, supportive, and approachable attitude.
3. Strong organizational skills, communication, and writing skills.
4. Effective oral and written communication skills.
5. Ability to utilize a PC and related hardware and software, including Microsoft applications such as Excel or Access, to enter, format, sort, and analyze information and prepare reports.
6. Ability to successfully organize/prioritize multiple tasks, work independently on complex administrative assignments, and have effective communication skills to support a dynamic and collaborative work environment.
7. Ability to handle multiple priorities.
8. Ability to function in an automated work environment.
9. Ability to lead staff to achieve productivity.
10. Ability to communicate by using PC, telephone, and written media.
11. Ability to work flexible hours.
12. Ability to collect, organize, and analyze data.
13. Ability to understand, design, and communicate policy.
14. Ability to work well in a team setting.
15. Proficient in Microsoft Office Suite (Word, Excel, and PowerPoint) and administrative computing systems.



Application Procedures/Additional Information

Applicants must meet the minimum qualifications as indicated on this vacancy notice and must submit a completed online application packet to be considered for this position. Applicants who fail to submit all required information will not be considered. Only applications received during the period of this announcement will be considered. A complete application packet consists of:

• Trenholm State Community College online employment application.
• A current resume, including three (3) references.
• Copy of transcripts that demonstrate the required educational qualifications must be included and must identify the applicant, institution, degree, and date conferred.

Work experience verification is required in writing from your current and/or previous employer(s) confirming the required level of experience as stated in the "Minimum Qualifications" section and other related experience. Verification should include dates of employment and position title(s). Proof of work experience verification may be delayed until an official offer of employment using the Work Experience Verification form, which is found on the Human Resources home page. All work experience verification must be completed within 15 days following the employment offer.

Application Deadline: Complete application files will be accepted by the Office of Human Resources on a continuous basis and remain active for one year for available positions. Incomplete application packets will eliminate the possibility of a position opportunity.

EEOC, E-VERIFY, BACKGROUND CHECK STATEMENTS: Trenholm State Community College is an equal opportunity employer. It is the official policy of the Alabama Community College System that no person shall, on