A Project or Program Administrative Assistant provides administrative assistance to a program team or project management team. Organizes files and assists with record keeping and data base management. Manages team calendars and helps to organize meetings and events. Provides administrative support for program activities, financial reports and budgets, grants or project proposals; may help to arrange travel.
About Occidental College Founded in 1887, Occidental is a nationally recognized, private college of the liberal arts and sciences, dedicated to providing a gifted and diverse group of students with a total educational experience of the highest quality -- one that prepares them for leadership in an increasingly complex, interdependent and pluralistic world. What makes Occidental special? An intellectually rigorous academic environment. Small classroom settings where students collaborate with professors and their peers while pursuing or discovering their passion. A beautiful residential campus that offers students hands-on engagement with the cultural and intellectual resources of Los Angeles. A community open to stimulating conversation and divergent points of view. Some 2,100 students from 46 states and 28 countries choose from 41 majors and minors and participate in one the country's top undergraduate research programs. Oxy students routinely win top awards and fellowships; its first Rhodes Scholar was named in 1907. Dedicated to excellence and equity, Occidental also is one of the country's most economically diverse campuses, according to the New York Times. Some 71 percent of Oxy students receive some form of financial aid; 20 percent are Pell Grant recipients; and 19 percent are the first in their family to attend college
Title:
College Advisor Aides Department:
Upward Bound Duration:
9 months -
End Date:
May 31, 2027 (Possible Extension)
Employment Status:
Non-Exempt, Part-Time, 20 hours per week Job Summary Reporting to the Director of Upward Bound, the College Advisor Aides provide essential administrative and office support to program staff, ensuring the smooth operation of daily activities. Responsibilities include answering phone calls, filing documents, processing purchase orders and check requests, coordinating event logistics, and managing supply orders for both office and program needs. The College Advisor Aides maintains organized student and office files, supporting accurate record-keeping and efficient workflow. Job Duties 50% -
Program Administration:
Provides vital support to the Upward Bound program by managing a variety of administrative tasks, including document preparation, file organization, supply management, and order processing. Serves as a key point of contact, delivering responsive telephone and in-person assistance to program staff, students, parents, and community members, while coordinating schedules, travel arrangements, and appointments. Responsible for maintaining and updating the program's website and social media channels, utilizing creative approaches to engage with current and former students. Through collaboration and initiative, will contribute to enhancing program operations and supporting team success. - (Essential) 50% - Academic Services Supports the development and implementation of academic workshops designed to help program participants successfully navigate secondary and post-secondary education. Assist participants during cultural and academic excursions, providing logistical support for key events. Assist to compile academic resources and tools to enhance classroom learning and promote continuous education beyond the classroom. - (Essential) Minimum Qualifications High School Diploma or GED. Experience facilitating group activities and workshops. Proficiency in Microsoft Office applications (Word, Excel, PowerPoint), Google drives/folders/forms, Adobe Acrobat, Web Editing, and social media applications or any combination of productivity programs applicable to position responsibilities. Demonstrated ability to be detail-oriented and thorough; skilled at anticipating and preventing potential problems and handling a wide variety of tasks with efficiency and accuracy. Strong commitment to a quality work product. Demonstrated ability to effectively communicate verbally, in writing and electronically. Effective interpersonal skills as evidenced in the ability to collaborate with a variety of constituencies. Demonstrated commitment to justice, equity, inclusion & diversity. Demonstrated skill in adapting to and performing work effectively in high-volume, high accountability, confidential environment with multiple and changing priorities. Effective organizational, logistical, time management and planning skills with the ability to manage and prioritize multiple tasks/projects simultaneously, prioritize and fulfill the functions of an office in a timely manner. Ability to self-motivate and work independently. Ability to provide effective leadership and training, and to work effectively and professionally across functions, disciplines, levels, and with diverse groups. Preferred Qualifications Associate's degree or higher in Education, Administration, Social Sciences, or a related field. Experience working in educational programs, student services, or administrative support.
