Administrative Manager, TRIO
- Employer
- University of Utah
- Location
- Utah, United States
- Salary
- Salary Not specified
- Date posted
- Jan 14, 2025
View more categoriesView less categories
- Position Type
- Administrative, Student Affairs, Multicultural Affairs
- Employment Level
- Mid-Level
- Employment Type
- Full Time
Administrative Manager, TRIO & Center for First-Generation Success
Job Summary
The Center for First-Generation Success was established in 2024 to support the University's first-generation college students. The Center houses multiple programs including First-Gen Scholars and TRIO Programs. First-Gen Scholars is a first-year cohort program that connects participants to the resources necessary for success, including a peer-mentor program, and larger campus-wide programming. TRIO houses two federally funded programs, Upward Bound (UB) and Student Support Services (SSS). The UB project serve 95 pre-college students and the SSS project serves 225 college students annually.
TRIO programs have a goal of increasing the number of low- income, first-generation, and/or students with disabilities who enter in and graduate from a post-secondary institution of higher education within six years. The Administrative Manager will provide oversight to both TRIO programs at 75% FTE, and the Center for First-Generation Success at 25% FTE.
The position provides administrative and secretarial support to a director, associate director and 6 full-time professional staff; occasionally to various part-time instructional, and/or tutorial personnel. Responsibilities include bookkeeping, record keeping, scheduling, financial/budget management, space reservations, among other administrative and clerical duties for. The position supervises two or more part-time student staff.
Responsibilities
• Reception: Greets students and visitors; notifies staff of visitors; answers incoming phone calls and appropriately directs inquiries; refers students to other offices when appropriate; takes messages and delivers to staff.
• Staff scheduling: Keeps track of staff schedules, appointments. Arranges meetings, makes appointments, etc.
• Payroll: Submits and updates DJOBS for staff; tracks and/or confirms hours worked for hourly employees; enters and/or edits payroll information (Kronos); coordinates with other departments regarding employees with multiple assignments.
• Purchasing, Bookkeeping, and Budget: Oversees funds for all projects and activities within TRIO and First-Gen; purchases goods and services needed by projects; uses appropriate account numbers and chartfields, prepares campus orders, purchase orders, payment requests, etc.; makes journal entries for internal (in office) account books for federal projects and other TRIO accounts; reallocates purchase card purchases monthly; assists director with reconciliation of internal account books with University accounting records; maintains appropriate files and records (audit trail) of all expenditures.
• Student Record Keeping: Maintains records of students selected served by projects. Accesses PeopleSoft and NavigateU student system for tracking student progress. Enters data (or supervises data entry by student employees) regarding students and student services into spreadsheet or database; prepares and/or assists with statistical reports. Assures mailing lists, etc., are up to date.
• Staff Supervision: Supervises part-time and temporary office staff. Provides direction and training; plans and schedules clerical assignments; reviews work for accuracy when necessary.
• Equipment and Supplies Inventory: Maintains current inventory of project equipment and supplies; purchases basic office supplies; ensures adequacy of inventory; arranges for and schedules equipment maintenance; maintains records of equipment.
• Travel and Special Event Arrangements: Makes travel arrangements for staff and participants for conferences, college tours, etc.; coordinates and arranges for transportation, hotel, meals, facilities, entrance fees, etc., for participant activities and events.
• Facilities Arrangements: Coordinates with other staff to ensure scheduling of classrooms, meetings rooms, dining services (especially during summer program), etc.
• Filing: Files or supervises filing of documents, purchase records, student files, etc.; maintains appropriate and retrievable filing systems within office.
• Preparation of Proposals and Reports: Assists Director and/or other staff with preparation of grant proposals and APR reports. Supervises maintenance of information, databases, etc., necessary for reporting. Assists with preparation of narrative and statistical reports required by US Department of Education. Prepares or assists with preparation of other reports for internal or external use or distribution.
• Box Drive: Oversees all file, image, and document placement on the departmental network drives
• Office Cleanliness: makes sure entire office is clean, maintained & organized.
Other Functions
• May prepare or assist with publication of project newsletters including summarizing other materials, composing short articles, typing, editing, layout, etc. in preparation for publication.
• Updates brochures, forms, staff/student manuals, and other items for distribution.
• Attends every staff meeting; takes minutes.
• May represent Director, other staff, or TRIO in general at university meetings.
• Handles inquiries regarding program eligibility, services, & requirements of participants.
• Contacts current students to schedule appointments, notify regarding activities, assist with problems, etc.
• Assists Director and other staff with various projects or responsibilities, as necessary.
• Assumes other appropriate duties as assigned, takes initiative for other tasks.
• Establishes procedures for essential departmental functions (office forms).
Minimum Qualifications
Bachelor's degree in a related area or equivalency (one year of education can be substituted for two years of related work experience). Four years of progressively more responsible management experience. Background knowledge of hiring department's area of specialization in order to analyze, plan and draw conclusions for recommendations to superiors. Demonstrated leadership skills in planning and directing employees and processes in order to effectively monitor and develop subordinates and to ensure the smooth operation of department. Completion of provided supervisory training within one year of employment may be required.
Master's degree in a related area may be preferred.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Preferences
- Experience working with TRIO or similar educational programs
- Bi-Lingual
Special Instructions
Requisition Number: PRN40929B
Full Time or Part Time? Full Time
Work Schedule Summary: Monday - Friday 8am - 5pm Occasional Saturday and evenings for TRIO events
Department: 00785 - First Generation Programs
Location: Campus
Pay Rate Range: $45,000 - $49,000
Close Date: 4/14/2025
Open Until Filled:
To apply, visit https://utah.peopleadmin.com/postings/177628
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