TRIO UB Office Manager

Position Overview
This position is responsible for the overall operations management of the TRIO Upward Bound office including providing support to the Upward Bound Director. TRIO Upward Bound (UB) is a federal program designed to provide college preparation assistance and information to a diverse group of high school students from low-income and post-secondary first-generation backgrounds. This regular, full-time, grant-funded position reports to the Director of Upward Bound and is contingent upon the availability of funds and acceptability of performance. Finalist must pass criminal background and driver history checks.

This position is represented by the AFSCME Union, Local 3800. The hours are typically Monday - Friday 40 hours per week, but this position requires flexible scheduling (hours arranged) and includes some evening and weekend hours. The work location is on the Minneapolis campus. The minimum starting pay for this position is $21.84/hr, with final salary offers dependent on the candidate's experience, skills, and internal equity within the department.

Job Responsibilities

Projects Coordination (45%)

Coordination, organization, management and execution of specific program projects/initiatives:

• Scholarship Program: Update and maintain information; distribute scholarship and compliance requirements; solicits, collects and assesses documentation to ensures eligibility; communicates with and prepares reports for development office; manages and tracks information ; plans and executes the annual Dream Scholarship Ceremony.
• Summer and Academic Year Food Programs: Prepare grant application for submission; assess the snack needs of UB;; store and track the foods purchased; develop and maintain a system to record and report participation in the food programs, complete and file reimbursement reports, confirm reimbursement with the financial services office.
• Quality control and management of program archive system: Define archive contents and ensure that the integrity of information submission is accurate and timely; Assure federal compliance of student and program files.
• Manage and maintain UB database(s): Blumen software, Google suite and Microsoft office.
• Prepare reports as necessary: USDE Performance Report, TRIO Research & Evaluation Reports; etc.; Develop and draft reports based on information collected and maintained in the database.
• Publications Development: Identify program publication needs and develop/write material to meet that need using Publisher or other publications software. Produces print and online material that represents program.
• Program Editor: Proof read official documents to ensure accuracy of information and consistent tone and language; provide comments and edits for approval by the director.
• Lead the data collection and entry for the Annual Performance Report to the Department of Education each year; maintain correspondence with UB alumni; utilize national clearinghouse database; Utilize Blumen and work with Director to successfully submit report each year.
• Student and program data lead: Responsible for all program and student file in compliance with federal regulations.

Office Manager (35%)

Daily coordination of tools, resources and support for the overall operation of the program:

• Organize and maintain UB office, storage areas and all equipment, including computers; Assess the supply needs of the office; purchase supplies; assess the needs of IT equipment and submit requests for service to ensure adequate maintenance. Track and maintain inventory of all UB supplies and equipment.
• Recruit, hire, train and supervise 2-3 college student clerical workers to support the operations management of the office, including project implementation and coordination; Assess the operations management staffing needs of UB, develop job descriptions, post the positions, interview and select candidates for hire; develop staff training and provide on-going supervision, including performance evaluation.
• Organize and maintain staff and student personnel files in compliance with regulations.
• Responsible for UB program email and telephone correspondence.
• Assist in developing content and maintain the UB web site: Define content and convey needs to ensure that the site is updated and accurate.
• Organize and manage the development of client mailings: Student progress reports, orientations, program status notification, etc. Develop, organize and manage a system to identify and place client mailing into files.
• Process financials for program and liaison to financial service office.

Assistant to the Director (10%)

• Draft reports for the director.
• Assist with the quality control, processing and management of business and human resource documents: Review financial documents for director signature; develop and maintain program documents filing system.
• Meet with director and provide regular updates regarding status of program Initiatives: Maintain the UB projects management system and make recommendations for improvements;, including providing regular reports regarding the status of program initiatives.

Other (10%)

• Participate in program initiatives: orientations, education workshops, etc.
• Serve as back-up driver and chaperone for events.
• Develop agenda and complete minutes of staff meetings.
• Other duties as assigned.
  
  

Required Qualifications

• High School Diploma and four years of related office experience or training/education may be substituted for some of the years of experience.
• Experience working with diverse populations.
• Ability to communicate efficiently and effectively both verbal and written.
• Demonstrate ability to network, maintain confidentiality, and create a welcoming and inclusive environment in an education environment with an extensive and diverse student, staff, and faculty population.
• Assist in the development of accessible informational materials used for a variety of needs.
• Work with a team of colleagues who represent a diversity of work and conflict resolutions styles.
• Strong intermediate database and computer skills (Microsoft Office Suite).
• Must have a valid driver's license with a clean driving record and the ability to drive a 15-passenger van.

Preferred Qualifications

• Bachelor's degree in education, human services, youth development, psychology, sociology, or related field.
• Experience working with TRIO Upward Bound-like populations in an educational setting, including low-income and post-secondary first-generation high school students.
• Supervisory experience.
• Newsletter/print publication experience to create accessibility and understanding of the nationwide higher education equity initiative.
• Excellent people skills and communicate effectively with diverse student, staff, colleagues, professionals, and faculty across disciplines and prospective students from diverse communities, cultures and backgrounds with a variety of interests.
• Knowledge of University business procedures/policies, including Financial and Human Resources.
• Database and web design and maintenance experience.
• Experience planning large, formal events to create opportunities that encourage learning about and understanding of diverse cultural practices of the program student population.
• Ability to speak a foreign language - Spanish, Hmong, Somali.
• Consideration of personal experiences or overcoming barriers similar to those of TRIO program students.

Department Overview
TRIO Upward Bound is a federally funded, U.S. Department of Education equal educational opportunity program designed to generate within our students (and parents), the skills and motivation necessary to both graduate high school and enter and graduate successfully complete a postsecondary degree. TRIO UB annually serves 118 low-income and first-generation college bound youth from four high schools in Minneapolis. We develop and provide intensive, year-round academic services and enrichment programming to engage students, parents, schools administrators and community partners to advance both individual and systemic change.

From October - May, services include

• Tutoring intervention services Monday - Thursday
• Four non-credit academic courses by grade
• Student & parent educational workshops and planning meetings
• Leadership and capacity building conferences, travel opportunities, and programming
• Advising and coaching on academic planning and goal-setting, college access and fit, scholarships, financial aid, employment, college housing, college transitions, etc.
• In-school advocacy
• In-state college and university tours

From June - August, TRIO UB summer services include

• Five weeks of non-credit academic instruction for rising 10-12th graders.
• Three weeks of a residential living experience at University of Minnesota residence halls
• Six weeks UB "Bridge" for graduated high school participants who will start college in the fall
• Leadership and cultural capital skill building activities
• Multi-day annual regional college tour for rising seniors

For more information on the TRIO UB program and services, visit z.umn.edu/trioub.

College Overview
The mission of the University of Minnesota College of Education and Human Development is to contribute to a just and sustainable future through engagement with the local and global communities to enhance human learning and development at all stages of the life span. We know diversity is necessary to do our best work and foster our humanity. That's why the CEHD community is collectively dedicated to cultivating an inclusive and equitable environment, embracing and celebrating all identities of our students, staff, and faculty. These values are also a moral imperative requiring continuous proactive measures and a firm stance against prejudice, discrimination, and systemic injustice.

Working at the University

At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF)
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• with free or reduced rates in the Twin Cities metro area

Please visit the for more information regarding benefits.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a resume.

Applications must include:

1. Cover Letter
2. Resume

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

*To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U:

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).