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Scholar Advisor/Administrative Assistant

Company: Metropolitan State University of Denver
Location: Denver
Posted on: November 22, 2021

Job Description:

Student Support Services is a Federal TRIO program that provides academic support forlow-income, first generation college students and students with disabilities at Metropolitan State University of Denver.This position provides technical support to the Director of the TRIO SSS program, 2 professional staff and over 15 student workers. The position is responsible for implementing office operational procedures, managing records to ensure grant compliance, acting in accordance with institutional, state, and federal guidelines for purchasing and reporting; managing office budget and personnel records; ensuring compliance with federal guidelines for participants' individual files and scheduling facilities and coordinating logistical support for SSS events and activities; and supervising student staff hired and assisting with office coverage and data entry. In addition, this position will provide academic advising, troubleshoot student issues, assist with career planning, along with the implementation of workshops and anything else that follows best practices for retention.The TRIO Scholar Advisor/Administrative Assistant contributes to the mission of Student Support Services (SSS) and goals of MSU Denver by ensuring processes and budget management are in compliance with grant regulations; developing effective communication and working relationships with all staff, offices and agencies with which the program interacts; keeping the project director and staff apprised of all on-going and new processes and of potential problems/changes.Metropolitan State University of Denver is an equal opportunity employer.IND208Duties/ResponsibilitiesMANAGE CASELOAD OF STUDENTS (40%)Support students from entry into the institution through to graduation by offering comprehensive advising and career planning.Assist with course selection, scheduling, and registrationHelp students with long-term degree planningRefer student to appropriate university resourceAssist with outreach efforts to encourage student retention and persistenceInterview potential participants, determine student's program eligibility using Banner Student Information System and make recommendations on student's acceptance to the program.TECHNICAL SUPPORT (10%)Manage program records and ensure federal, state, and institutional grant complianceCreate documents, manage document retention, and produce data for requested reportsUse effective written communication and word processing skills to create, type, edit and submit office technical/non-technical documents forms and letters.Arrange staff travel and accommodations and prepare travel authorization for appropriate signatures.BUDGET (30%)Manage budgeting and accounting for TRIO SSS and ensure compliance with federal, state, and university procedures.Monitor budget activity and track expenditures for all TRIO SSS expenses.Coordinate and monitor compliance with travel, expenditures, and budget transfers.Assist Director in preparation of budget requests.Continuously monitor office budget by verifying expenditure and deposit transactions posted to the university finance system and resolve discrepancies with university Accounts Payable office.Prepare and maintain documentation of all office expenditures to ensure compliance with university, state, federal budget regulations and policies.SUPERVISION (10%)Recruit, hire, train and supervise student employees to assist with office coverage and other duties which include answering phones, scheduling appointments in Microsoft Outlook, greeting visitors, making appropriate referrals, collecting and distributing mail, entering data in SSS database system, and interacting with administrative staff.Supervise the Student Program Coordinator Position.Oversee scheduling facilities and coordinating events and activities of SSS including logistics, equipment, catering, speakers, and transportation if necessary, using attention to detail, good organizational skills, ability to manage multiple priorities and work well under pressure.Oversee the creating, editing, updating of invitations, flyers, brochures and other marketing materials as needed.Make certain that all events are publicized in a timely manner.Maintain records of all SSS student employees. Oversee time-sheet and payroll submission as prescribed by institution.With collaboration from SSS staff, create and implement a standard office procedure manual.FACILITY OVERSIGHT (5%)Develop office procedures and manuals that follow federal, state and institutional guidelines for TRIO SSS programsProcure all office equipment, supplies, and educational materials.Confirm receipt of equipment and supply deliveries.Monitor distribution and usage of office supplies, ensure adequate amounts are consistently on-hand to prevent any shortages or urgent re-stocking and contact external agencies to resolve office record discrepancies.Negotiate and update equipment maintenance and supply contracts with vendors/distributors that have been determined to most effectively meet office needs.Monitor equipment operational status and request maintenance and services as necessary.Maintain proficient knowledge of current university, state, and federal purchasing and requisition procedures.OTHER DUTIES AS ASSIGNED (5%)Required QualificationsBachelor's degreeExperience with providing administrative support.Experience working with an organizational budget.Experience providing support and/or services to first-generation and/or undeserved student populations.Experience using computer-based student information system.Preferred QualificationsSupervision experience.Advising experienceExperience as an administrative assistantAccess Database Experience.Previous experience with referring students to campus resourcesExperience handling logistics for event coordination.Previous experience working with and being sensitive to the educational needs of a diverse student populationPrior experience working in a federally funded TRIO program.Effective oral and written communications skills.Must have good organizational skills, attention to detail, and ability to manage multiple priorities and work well under pressure.Work Hours Posting date 11/08/2021

Keywords: Metropolitan State University of Denver, Denver , Scholar Advisor/Administrative Assistant, Administration, Clerical , Denver, Colorado

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