College: SoLAcc

Department: Academic & Student Affairs

Sub department: Educational Opportunity Center

Type of Appointment: Part time - Temporary

Salary: $18 per hour; up to 29 hours per week

Duties and Responsibilities: 

Administrative coordination:
• Ensures transactional accuracy of processed invoices; review invoices for completeness, allowable costs, and ensures that purchase orders and requisitions are prepared with back-up documentation to support request for payment.
• Facilitates and enters requisition requests to ensure accuracy, completeness, and all parties are informed of the impacts on schedule and budget; follow purchasing process for completeness.
• Participates in or manages assigned special projects; serve as the liaison to collaborate with peers, leaders, and partner agencies to ensure a successful outcome in all assignments.
• Works closely with supervisor and partner agencies to ensure that all parties are on track with project requirements, deadlines, and schedules.
• Coordinates and prepares for meetings, ensuring conference rooms have all supplies and the correct setup for the meeting, and ordering food/beverage service as needed.
• Coordinates conference calls and meetings among staff and with partner agencies, and external stakeholders.
• Prepares meeting agendas, minutes, handouts, presentations, spreadsheets, and Word documents; transcribes minutes for meetings and disseminates accordingly.
• Assists with community involvement initiatives by coordinating specific logistics details such as timeline, personnel, and equipment to event site.
• Submits Time & Effort documentation to Accounting Department as scheduled.
Records management:
• Monitors participant case files for documentation, accuracy, and appropriate services to program participants in collaboration with program staff.
• Prepares project status reports by gathering, analyzing, and summarizing relevant information.
• Develops and maintains resource referral clearinghouse for partner agencies and the general public.
• Provides proactive and reactive data management support and training to users, to include the creation of new user permissions, ensuring data security, and monitoring for record completion.
• Manages inventory and property control procedures to include maintaining property records in compliance with federal regulations, reconciling physical inventory on an annual basis, developing a control system to ensure adequate safeguards, and developing adequate maintenance procedures.
• Determines, enforces, and documents database policies, procedures, and standards.
Data analysis:
• Collects and compiles data for reports; review for accuracy and provide technical assistance as needed.
• Develops and implements databases, data collection systems, data analytics and other strategies that optimize statistical efficiency and quality.
• Acquires data from primary or secondary data sources and maintains database systems.
• Filters and “cleans” data by reviewing computer reports, printouts, and performance indicators to locate and correct code problems.
• Collects and assists the Program Manager regarding reporting data for the College, which includes local, state, and federal reporting.
Program compliance:
• Tracks and disseminates changes and updates to policies and procedures; makes recommendations to improve and streamline operational functions; assists in establishing processes and Standard Operating Procedures (SOP) to help facilitate communication and cohesiveness amongst teams.
• Reviews participant eligibility determination to check for accuracy and completion and assist Education Outreach Specialist in communicating program eligibility criteria, including application submission and supporting documentation as needed.
• Assists in preparations for external monitoring visits, reviews, audits, and cross-site evaluations and participate as appropriate.
• Establishes and maintains electronic and hard copy files to be used for tracking and reporting purposes.
• Adheres to applicable federal, state, and local laws, policies, and regulations in order to meet recruitment and contractual performance goals.
• Predictable and reliable attendance is required in order to provide consistency and continuity of business and educational services.
• Performs any other related duties as required or assigned.

Required Education: 

Bachelor’s degree from a regionally accredited institution. Four (4) years of professionally comparable experience may be substituted for the required degree.

Required Experience: 

- Experience in providing administrative support within an office setting.
- Strong project management, organizational, and multi-tasking skills.
- Experience using a variety of software applications.

Required Licenses or Certifications: 

Valid, unencumbered driver's license

Preferred Experience: 

- Experience in grant management/administration, program compliance, or data analysis.
- Experience in operational management.
- Technical expertise regarding data models, database design development, data mining, and segmentation techniques.
- Familiar with government grant management and expenditure processes.
- Proven experience in project oversight from beginning to execution.
- Ability to lead project teams of various sizes and see them through to completion.
- Strong understanding of managing heavy work volume in a fast-paced environment.
- Able to complete projects in a timely manner; ability to work in team-based setting.
- Understanding of federal and state compliance regarding U.S. Department of Education grants.
- Strong problem-solving skills and ability to adapt to change.
- Demonstrated experience achieving measurable outcomes within desired timelines.
- First-hand experience overcoming barriers such as those that affect EOC participants.

Benefits: As a member of the Louisiana Community and Technical College System, SoLAcc has an attractive benefits package with a wide variety of benefit options. Benefits offered include retirement, multiple medical insurance options, supplemental insurances (dental, term life, disability, accident, vision, etc.), Tax Saver Flexible Benefits Plan (saves tax dollars on some child care and medical expenses), holidays (14 per year, typically includes longer break at Christmas), generous annual (vacation) and sick leave benefits and Employee Assistance Program. Specific benefits depend on job category, percent effort and length of employment.

Passing pre-employment criminal background screen is required as a condition of employment. SoLAcc is an equal opportunity/equal access employer. SoLAcc is a State As a Model Employer (SAME) agency that supports improved employment opportunities for individuals with disabilities.