Office Assistant, Upward Bound Math/Science

SUMMARY

Provides administrative, clerical, scheduling, and records management support to the Upward Bound Math/Science (UBMS) Program Manager and staff. Supports recruitment, student participation, program activities, purchasing, and reporting to help the program deliver college readiness and STEM enrichment services to eligible high school students.

ESSENTIAL FUNCTIONS

• Provides daily administrative and scheduling support to the UBMS Program Manager and staff; organizes office workflows, tracks deadlines, and follows up on pending items.
• Maintains accurate electronic and paper participant files, including applications, eligibility documentation, consent forms, and required College and program records; tracks missing documents for staff follow-up.
• Enters and updates participant, service, attendance, and academic information in Blumen and other approved systems; compiles and checks data to support the Annual Performance Report (APR) and other reports for staff review.
• Assists with purchasing office and program supplies and equipment; prepares requisitions, tracks orders and inventory, and maintains supporting documentation in accordance with College procedures.
• Tracks program expenditures and organizes purchase orders, invoices, receipts, and payment documentation; follows up on missing or corrected documents and compiles information for budget monitoring and preparation.
• Supports recruitment and enrollment by distributing approved materials, maintaining inquiry and application logs, scheduling appointments, and communicating application and document reminders to students and families.
• Collects attendance records and tracks participation and probation milestones; prepares stipend eligibility and payment documentation for staff review and approval.
• Organizes required grant and College documentation; maintains secure files, follows established retention procedures, and prepares records for monitoring visits, audits, and program reviews.
• Serves as an initial point of contact for students, families, school partners, and visitors; answers calls and emails, provides approved program information, and refers questions requiring staff decisions.
• Schedules meetings and appointments, prepares agendas and materials, reserves rooms, arranges technology and refreshments as needed, and records and distributes meeting notes.
• Maintains program calendars and, as assigned, the Program Manager’s calendar; coordinates schedules and sends timely reminders for deadlines, appointments, and activities.
• Coordinates administrative logistics for enrichment services, summer programming, college visits, STEM field trips, and events, including room reservations, transportation requests, participant rosters, permission forms, and vendor arrangements.
• Prepares, formats, and proofreads routine and confidential correspondence, reports, forms, flyers, presentations, and other program materials using approved templates and communication tools.
• Maintains activity registration and communication lists; distributes approved notices and reminders and follows up on required forms and responses.
• Provides clerical support for academic and student services, including organizing materials, scheduling sessions, and routing student and family requests to appropriate UBMS staff.
• Attends and provides administrative support at meetings, school outreach activities, workshops, and program events as assigned.
• Arranges approved travel plans and itineraries and assembles travel requests, rosters, receipts, and reimbursement documentation in accordance with College procedures.
• May provide functional guidance to work-study students and student assistants on assigned clerical tasks and office procedures.
• Performs other duties as assigned.