Administrative Assistant, TELACU Education Foundation, Talent Search Program

Job Code: TEF-TSAA-0917(Full-Time, Non-Exempt)

Disclaimer: Continuation of this position is contingent upon continued grant funding.

Job Summary:

Under general supervision of the Project Director and Project Coordinator, provides administrative support to the Talent Search Program (the “Program”).

Essential Functions:

  • Answers incoming telephone calls; directs calls to appropriate Program or individual; takes messages when necessary and ensures messages are forwarded in a timely manner.
  • Greets all visitors; assists community walk-ins and participants as needed
  • Sorts and answers memoranda and general correspondence
  • Provides general information to the public about the Program
  • Prepares Program-related correspondence and reports for Program
  • Provides periodic reports on Program updates and maintains the Project Director up-to-date with pending projects/assignments
  • Screens Program applications
  • Prepares, updates and audits participants’ files and ensures required data is accurately entered in database(s) for submission of the Annual Performance Report(s) and to adhere to the U.S. Department of Education Guidelines and Standards
  • Works closely with the Project Director to maintain Program databases, which includes accurately entering records, continuously updating and verifying data accuracy to ensure these are in compliance with the U.S. Department of Education Guidelines and Standards
  • Maintains and safeguards documents, sensitive information and ensures confidentiality of Programs’ information
  • Develops and manages the preparation for approval of expenditures and payments according to established guidelines
  • Tracks and monitors the timely processing of expenditures and payments
  • As policies, procedures and practices are updated and communicated to Program staff, ensures staff follows and adheres to established standards in areas of correspondence, compliance, time-keeping and accounting
  • Maintains and coordinates time-keeping records for all Program staff including time sheets and/or vacation requests and submits these to the Grants Administrative Assistant in a timely manner
  • Maintains inventory of office equipment and supplies including, but not limited to, maintaining service contracts for office equipment, coordinating service/repair schedule, obtaining bids for purchases, and ordering office supplies as needed
  • Makes travel arrangements for Program staff, (i.e. reservations, accommodations, per diem requests and expense reports)
  • Schedules staff meetings, appointments and maintains a monthly calendar of events
  • Serves as the point person for office management related matters, including logistical, technical and/or office needs
  • Works closely with other Foundation Administrative Assistants to ensure effective communication and coordination
  • Ensures all forms of written communication (i.e., letters, memorandums, e-mails) for assigned target high school participants, parents, and public meet the TELACU Corporate Communication Group Standards
  • Performs other duties as assigned

Knowledge, Skills, and Experience:

High school diploma or equivalent, and minimum of three years of secretarial/administrative experience. Ability to work and communicate effectively with students, parents and community. Strong organizational skills; effective verbal and written communication skills, including letter composition, status reports, and excellent grammatical usage, spelling, punctuation skills and superior proofreading skills required. Knowledgeable of record keeping procedures and understanding of filing systems. High attention to detail for accuracy and consistency. Must have excellent telephone etiquette. Ability to follow directions and complete tasks as requested. Displays professional demeanor, positive attitude and self-image; ability to multi-task; flexibility in adapting to changing assignments as priorities arise; and be proficient in Microsoft Office Suite Applications and ability to learn database management applications. Bilingual in English and Spanish is highly preferred.

Requirements:         

Must be flexible to work evenings and weekends and travel as required.

Must receive a favorable clearance report from background check and Live Scan fingerprinting.

Must have a valid California Driver’s License, proof of current vehicle insurance, a driving record that meets the TELACU Education Foundation insurer’s criteria, and be able to use own vehicle in course of work.  Valid First Aid and CPR certification required.

Physical Job Description:

Manual Dexterity: Work requires regular speed and accuracy for most of the working day. Physical Effort: Work requires infrequent driving to evening and/or weekend events. Infrequent physical demands, such as lifting 25 pounds or less of boxes containing educational material/supplies and normal bending or reaching to access and maintain files. Working Conditions: Normal office conditions. Hazards:   Little or no exposure to hazards. Equipment Use: PC, keyboard, copier, facsimile.

The statements are intended to describe the general nature and level of work being performed by most people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and requirements.

To Apply:

If you are interested in applying for this position, please email a resumé and cover letter to TELACUcareers@TELACU.com. Please specifically reference the full position title for which you are applying and include the job code associated with the position.

The TELACU Education Foundation is an equal opportunity employer without regard to race, color, ancestry, religion or religious creed, national origin, sex, gender, sexual orientation, gender identity or gender expression, pregnancy, age, citizenship, marital status, disability, citizenship status, uniform service member status, military and veteran status, protected medical condition, genetic information, or any other federal, state, or local protected status.