Program Assistant - College Success Program

Job Summary

Responsible for supporting the CSP Team in key functions related to Scholar award disbursement and tracking. Also responsible for supporting the CSP Executive Director and Directors as necessary.

Essential Job Duties

Program Implementation:

Conducts, facilitates, and manages the logistical aspects of CSP sessions, including Zoom breakout rooms, recording sessions, spotlighting videos, and managing window size for effective recording, and tracking attendance

Disseminates meeting and event details, and post-meeting tracking and reporting

Manages CSP email responses and master tracking list

Manages follow-ups regarding Scholar participation, including renewal status and completion of requirements; works with Participants to complete renewal and requirements in a timely manner

Administers surveys to collect various types of information and tracks information; conducts survey follow-up

Conducts One-on-One appointments with TELACU Scholars, Dr. David C. Lizarraga Fellows, Latina Grad Guide Participants, and Alumni

Partner Relationships:

Supports with reviewing Partnering Colleges and Universities Agreements

Oversees updates to Scholar Participation and Award Agreements in collaboration with CSP Executive Director and Directors

Disseminates Financial Award Details, Agreements, and related materials to Participants

Oversees Agreement tracking, recording keeping, and follow-ups with Participants

Record Keeping:

Collects and tracks appropriate documentation to ensure timely disbursements of financial awards

Maintains and safeguards documents, student records, and sensitive information, and ensures confidentiality of Scholar information

Works with the accounting department to track and update Scholar information

Performs cohort analyses at least twice per year (Fall and Spring semesters)

Analyzes and reports data on grade level, major, and retention

Maintains ScholarMaster spreadsheet in collaboration with CSP Executive Director and Directors

Creates new sheet based on renewal/new applicant reported information from Google Forms. Adds/updates columns as needed based on information collected through surveys, including Age, Income Level, Ethnicity/Race, County, Participation and more

Constant Contact

Supports CSP Directors to manage lists, including adding new Participants, creating cohort lists, and removing forfeited Participants, as needed

Adds new Participants to LinkedIn Group, moves graduated Participants to Alumni LinkedIn Group

Works closely with CSP Executive Director and TEF Vice Presidents to ensure proper documentation is created, updated, and maintained in Scholar files

Works closely with CSP Executive Director and TEF Vice Presidents to track and manage Scholar participation and attendance

Fiscal:

Ensures that the checks for appropriate Requests for Approvals and Requests for Expenditures for all programming, financial awards, sessions and activities are scanned, logged, and mailed in a timely manner

Budget Log and Scholarmaster

Updates and inputs relevant check information in appropriate and indicated column or sections, to record transactions including check dates and check numbers

Works closely with the CSP Executive Director and Directors, and accounting department to update Scholar address information and follow-up with vendors/Participants regarding outstanding (uncashed) checks, including requesting re-issuing checks in accordance with policy

Other:

Assists CSP Executive Director with the Participant application and selection process

Supports CSP Executive Director, CSP Directors, and TEF Senior Vice President with the Annual Building the Dream Gala

Ensures all forms of written communication for CSP parents, students and public (i.e. letters, memoranda, email, etc.) meet the TELACU Communications Group standards

Supports the CSP Executive Director, CSP Directors, and TEF Senior Vice President in any function related to CSP as necessary

Manages phone calls, emails and communication from the general public, Participants, potential applicants, high school and college representatives and others

Reviews the CSP Inbox daily, including categorizing and forwarding inquiries to specific team members.

Assists with additional administrative support as needed, to be directed and outlined by CSP Executive Director and Directors

Experience & Education:

Bachelor's degree required

Excellent organizational skills

Experience in group and individual advisement

Excellent oral and written communication skills

Public speaking experience preferred

Ability to multi-task with flexibility in adapting to changing assignments and priorities

Proficiency in Microsoft Office Suite and ability to learn database management applications

Bilingual in Spanish preferred

Ability to independently implement routine clerical/programmatic procedures and practices

Demonstrated sensitivity to the needs of first-generation and low-income students; understanding of cross-cultural values regarding education; and ability to establish rapport with target population

Must receive a favorable Livescan clearance report from background check and drug test

Required to work some weekends and late nights; frequency varies on a monthly basis; travel may be required

Valid First Aid and CPR certification required

Computer & Software Skills

Must have foundational computer skills including: Microsoft Office Suite (Outlook email and calendaring) and the Internet

Proficient in Microsoft Office Suite Applications

Experience in and/or ability to learn database management applications

Basic ADP WorkforceNow user

Travel:

Must have a valid California Driver's License, proof of current vehicle insurance, and a driving record that meets TELACU Education Foundation insurer's criteria; must be able to use own vehicle in the course of work

Reasoning & Mental Abilities:

Uses critical thinking skills to interpret information furnished in written, oral or schedule form and to analyze more complex documents like agreements and contracts. Makes sound decisions and sets goals based on available information and evaluates situations and requirements to plan and adjust work accordingly.

Projects accurate future occurrences based on current or historic data. Must be able to work independently and without direct supervision; able to make decisions about the severity of variable situations and evaluate the most appropriate response; able to make appropriate decisions related to customer requests.

Work Environment & Exposures:

Position may require occasional exposure to fumes or airborne particles, vibration and loud noise levels.

Will be exposed to varying weather conditions, soil, pollen, grass and plant materials and fertilizer while working.

HAZARDS: Little or no exposure to hazards.

EQUIPMENT USE: Computer, keyboard, mouse, cell phone, copy machine, fax machine.