TRIO Programs (ETS/SSS) Administrative Assistant

Job Summary and Responsibilities/Duties

For best consideration, please submit application materials by February 2, 2025

*This is a grant funded position. Continuation of employment is contingent upon the availability and continued receipt of these funds.

Under general supervision, performs general reception and office duties in support of TRIO Educational Talent Search and TRIO Student Support Services. Provides needs assessment questionnaires, resource referrals, appointment scheduling, and other program support. 

Essential Duties

1. Provides general phone and in person reception services. Provides and processes needs assessment questionnaires, resource referrals, and appointment scheduling.
2. Provides verbal and written information to students, staff, and community members regarding the TRIO-SSS and ETS program.
3. Creates program newsletter and other publications as requested. Updates social media as needed.
4. Monitors the equipment loan program (calculators, laptop computers, textbooks). Ensures that program policies are followed and equipment is organized. Suggests loan program purchases based on student needs.
5. Participates in event planning and implementation.
6. Creates and maintains hardcopy files including confidential student records.
7. Performs data entry for TRIO systems and databases.   Runs regular and ad-hoc reports as requested.
8. Processes all program payments for supplies, equipment, travel and activities as requested.
9. Orders supplies and equipment as requested and maintains organized accounting and storage systems for items, required forms and receipts.
10. Assists the ETS/SSS coordinators in scheduling and providing office related training to work-study and TRIO Ambassador students at the front desk.

Additional Duties

1. Performs project-based assignments. 
2. Performs all other duties as assigned 

Minimum and Desired Qualifications

• High School Diploma or GED
• One (1) year of experience in a general office environment performing the full range of office support duties, which includes considerable public contact and customer service
• Successful experience working with diverse populations.
• Intermediate (considerable) skills in word processing, spreadsheet, database and e-mail applications, preferably within the Microsoft Office Suite.
• Experience and skills in marketing & communications using social media and other platforms preferred.

Preferred Qualifications

• Bilingual oral and written skills with fluency in English and other language that meets community needs.
• Experience working in a student support environment assisting students.
• Proven experience and effectiveness in communicating with distressed individuals.

Additional Qualifications and/or Knowledge, Skills and Abilities (KSAs)

• Excellent oral and written communication skills, including active listening skills.
• Ability to effectively handle multiple tasks, priorities and changing deadlines with attention to detail.

Working Conditions and Important Information

Working Conditions

Work is performed primarily in a standard office environment, with occasional excessive noise and/or olfactory sensitivity within assigned program(s) areas and environments.

Hazards: Potential conflict situations.

Physical Demands: Primary functions require sufficient physical ability and mobility to work in an office setting; dexterity of hands and fingers to operate a computer keyboard and other office equipment and technologies; sitting or standing for extended periods of time; kneeling, bending at the waist, reaching overhead, above the shoulders and horizontally to retrieve and store files and supplies; lifting, pushing, pulling and carrying office equipment, supplies and materials weighing up to 25 pounds; emotional stability to work effectively under pressure and to keep all aspects of the job under control; hearing and speaking to exchange information in person or on the telephone; seeing to read, prepare and assure the accuracy of documents.

Mt. Hood Community College offers an exceptional benefits package that includes vacation, sick and personal business or emergency leave; medical, dental, vision, life, AD&D, long-term disability insurance; optional short-term disability insurance, optional life, optional AD&D; retirement through Oregon PERS, including generous employer contributions; tuition waiver plan and professional development funds; and an Employee Assistance Program (EAP). For more information about our benefits and wellness offerings, please visit our website here.