Associate Administrative Assistant/Follow-Up Specialist

Responsibilities

The Associate Administrative Assistant/Follow-Up Specialist is responsible for the files, the up-keep of project records, bookkeeping and will also generate computerized reports.  Maintain hard files on each of the participants including IPPs making sure they contain all necessary information and documentation.   Maintains complex and specific data on all project participants’ eligibility activities and services and academic progress and performance.  Assist the Project Director with developing detailed reports and related information on the project for distribution to the university and the US Department of Education.  Work collaboratively with other program personnel by maintaining calendars, collection and compilation of data, operating office equipment. Responsible for ordering supplies processing requisitions and invoices.  Track program expenditures and maintain budget using excel. Provides customer service by greeting students, visitors and answering incoming calls.  Accurately prepare and certify payroll, collect, process and audit leave forms.  Assist with the supervision of work-study students and submit the work-study timesheets. Keeps minutes of meetings and other documentation required for project administration.  Provides project information to those who inquire by phone or in the project office.  Perform routine clerical duties such as correspondence, filing and reception for the project staff.   He/she will be responsible for carrying out the follow-up plan to track students who transfer to other institutions or enter graduate or professional school using surveys and Clearinghouse. Monitor and update inventory of all program assets (i.e. computers, printers, software, text books, test materials/assessments). He/she should be an office manager, proficient in English, an efficient typist capable with office machinery, including computer usage, knowledgeable of bookkeeping procedures using Excel and a pleasant receptionist. 

Qualifications

Associate Degree and three years clerical and/or administrative experiences.  Proficient in use of Excel.