Office Manager- TRIO SSS Lexington (Administrative Assistant II)

Job Summary

Responsible for efficient office management for TRIO Student Support Services (SSS), the Student Success Hub, and the Science Education Center Suite. Provides administrative and clerical assistance to department staff. Responds to daily inquiries in person, online, or by phone. The Administrative Assistant II reports directly to the Director of TRIO SSS (Lexington) and indirectly to the Associate Dean of Student Success Services.

Job Duties:

• Provide administrative support for the staff and students of TRIO SSS and the Student Success Hub and limited administrative assistance to the other departments in the SEC Suite.
  
  
• Provide excellent internal and external customer service.
  
  
• Maintain departments’ records and database (including Blumen, Penji, etc.) files in accordance with U.S. Department of Education and institutional policies and procedures.
  
  
• Track departments’ budget in detail in Excel; reconcile procard statements; process expenditures and purchasing activities.
  
  
• Schedule and track student appointments and services.
  
  
• Assist with completion and submission of all reports to U.S. Department of Education and other groups.
  
  
• Maintain departmental calendars.
  
  
• Monitor and maintain security and inventory of office supplies, PC workstations, printer, copier, and other equipment.
  
  
• Provide information to students, staff, faculty, and general public who call main lines, visit, or otherwise correspond with departments. Forward calls/inquiries requesting additional information to appropriate areas/persons.
  
  
• Maintain and update departments’ website and other social and digital media.
  
  
• Create and distribute correspondence including official acceptance/rejection letters, requests for federal tax information, flyers, newsletters, and other materials.
  
  
• Assist with First Year Orientation and other events.
  
  
• Supervise Federal Work Study students.
  
  
• Other duties as assigned by Director of TRIO SSS and Associate Dean.

Minimum Qualifications:

• High school diploma/GED and one year of related experience, or equivalent. 

Preferred Qualifications:

• Associate’s degree in related field and two years related experience.
  
  
• Prior experience working in an office setting.

Additional Skills Requested:

• Excellent word processing and computer skills.
  
  
• Knowledge of accounting and/or spreadsheet procedures.
  
  
• Excellent organizational skills
  
  
• Able to work as part of a team and able to function independently with a minimum of supervision.
  
  
• Valid driver’s license and access to reliable transportation
  
  
• Ability to lift 25 pounds.
  
  
• Able to communicate effectively with project participants, college personnel, project staff and the general public.

Employee Rights - Employee Polygraph Protection Act

Equal Opportunity Employer - The Kentucky Community and Technical College System is an equal educational and employment opportunity institution.