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Details
Open Date 05/01/2024
Requisition Number PRN38424B
Job Title Manager, Administrative
Working Title Administrative Manager, TRIO & Center for First-Generation Success
Job Grade E
FLSA Code Administrative
Patient Sensitive Job Code? No
Standard Hours per Week 40
Full Time or Part Time? Full Time
Shift Day
Work Schedule Summary
VP Area Academic Affairs
Department 00785 - First Generation Programs
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range $45,000 - $49,000
Close Date
Open Until Filled Yes
Job Summary
The Center for First-Generation Success was established in 2024 to support the University’s first-generation college students. The Center houses multiple programs including First-Gen Scholars and TRIO Programs. First-Gen Scholars is a first-year cohort program that connects participants to the resources necessary for success, including a peer-mentor program, and larger campus-wide programming. TRIO houses two federally funded programs, Upward Bound (UB) and Student Support Services ( SSS ). The UB project serve 95 pre-college students and the SSS project serves 225 college students annually.
TRIO programs have a goal of increasing the number of low- income, first-generation, and/or students with disabilities who enter in and graduate from a post-secondary institution of higher education within six years. The Administrative Manager will provide oversight to both TRIO programs at 75% FTE , and the Center for First-Generation Success at 25% FTE . The position provides administrative and secretarial support to a director, associate director and 6 full-time professional staff; occasionally to various part-time instructional, and/or tutorial personnel. Responsibilities include bookkeeping, record keeping, scheduling, financial/budget management, space reservations, among other administrative and clerical duties for. The position supervises two or more part-time student staff.
Responsibilities
Reception: Greets students and visitors; notifies staff of visitors; answers incoming phone calls and appropriately directs inquiries; refers students to other offices when appropriate; takes messages and delivers to staff.
Staff scheduling: Keeps track of staff schedules, appointments. Arranges meetings, makes appointments, etc.
Payroll: Submits and updates DJOBS for staff; tracks and/or confirms hours worked for hourly employees; enters and/or edits payroll information (Kronos); coordinates with other departments regarding employees with multiple assignments.
Purchasing, Bookkeeping, and Budget: Oversees funds for all projects and activities within TRIO and First-Gen; purchases goods and services needed by projects; uses appropriate account numbers and chartfields, prepares campus orders, purchase orders, payment requests, etc.; makes journal entries for internal (in office) account books for federal projects and other TRIO accounts; reallocates purchase card purchases monthly; assists director with reconciliation of internal account books with University accounting records; maintains appropriate files and records (audit trail) of all expenditures.
Student Record Keeping: Maintains records of students selected served by projects. Accesses PeopleSoft and NavigateU student system for tracking student progress. Enters data (or supervises data entry by student employees) regarding students and student services into spreadsheet or database; prepares and/or assists with statistical reports. Assures mailing lists, etc., are up to date.
Staff Supervision: Supervises part-time and temporary office staff. Provides direction and training; plans and schedules clerical assignments; reviews work for accuracy when necessary.
Equipment and Supplies Inventory: Maintains current inventory of project equipment and supplies; purchases basic office supplies; ensures adequacy of inventory; arranges for and schedules equipment maintenance; maintains records of equipment.
Travel and Special Event Arrangements: Makes travel arrangements for staff and participants for conferences, college tours, etc.; coordinates and arranges for transportation, hotel, meals, facilities, entrance fees, etc., for participant activities and events.
Facilities Arrangements: Coordinates with other staff to ensure scheduling of classrooms, meetings rooms, dining services (especially during summer program), etc.
Filing: Files or supervises filing of documents, purchase records, student files, etc.; maintains appropriate and retrievable filing systems within office.
Preparation of Proposals and Reports: Assists Director and/or other staff with preparation of grant proposals and APR reports. Supervises maintenance of information, databases, etc., necessary for reporting. Assists with preparation of narrative and statistical reports required by US Department of Education. Prepares or assists with preparation of other reports for internal or external use or distribution.
Box Drive: Oversees all file, image, and document placement on the departmental network drives.
Office Cleanliness: makes sure entire office is clean, maintained & organized.
Other Functions
May prepare or assist with publication of project newsletters including summarizing other materials, composing short articles, typing, editing, layout, etc. in preparation for publication.
Updates brochures, forms, staff/student manuals, and other items for distribution.
Attends every staff meeting; takes minutes.
May represent Director, other staff, or TRIO in general at university meetings.
Handles inquiries regarding program eligibility, services, & requirements of participants.
Contacts current students to schedule appointments, notify regarding activities, assist with problems, etc.
Assists Director and other staff with various projects or responsibilities, as necessary.
Assumes other appropriate duties as assigned, takes initiative for other tasks.
Establishes procedures for essential departmental functions (office forms).
Minimum Qualifications
Bachelor’s degree in a related area or equivalency (one year of education can be substituted for two years of related work experience). Four years of progressively more responsible management experience. Background knowledge of hiring department’s area of specialization in order to analyze, plan and draw conclusions for recommendations to superiors. Demonstrated leadership skills in planning and directing employees and processes in order to effectively monitor and develop subordinates and to ensure the smooth operation of department. Completion of provided supervisory training within one year of employment may be required.
Master’s degree in a related area may be preferred.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Preferences
Experience working with TRIO or similar educational programs
Bi-Lingual
Type Benefited Staff
Special Instructions Summary
Priority Review Date May 19, 2024
Additional Information
The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.
This position may require the successful completion of a criminal background check and/or drug screen.
The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.
All qualified individuals are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.
The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.
To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action ( OEO /AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/
Online reports may be submitted at oeo.utah.edu
https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.