Program support assistant job description

Information on MIT's COVID-19 vaccination requirement can be found at the bottom of this posting.


FELLOWSHIP SUPPORT AND PROGRAM ASSISTANT
, Office of Graduate Education (OGE) , to execute support for fellowship administration and programming for a highly decentralized graduate campus. Will provide high-level organizational and administrative support--under the supervision of the director of graduate fellowships (DGF)--for the 1000+ fellowships administered by the OGE; serve as a resource for the entire graduate student population; and work closely with department graduate and financial administrators and stakeholder offices (e.g., Office of Sponsored Programs, Resource Development, Global Initiatives, General Counsel) in fellowship creation and administration. The primary responsibilities for fellowship administration will include creating, organizing, and distributing fellowship rosters; assisting with the fulfillment of fellowship reporting requirements; purchasing and tracking fellowship allowance budgets; assisting the DGF with stewardship for donors and invested partners; and fellowship newsletter creation and maintenance. Fellowship programming responsibilities include organizing and executing various fellowship-related programs/events (e.g., receptions, networking events, guest speakers, poster sessions, and activities supporting new applicants); handling financial duties; and managing vendor agreements and payments.

Job Requirements

REQUIRED : high school diploma or its equivalent; at least three years administrative, office, or related experience; experience working with students in a higher education setting; an accounting/financial background; attention to detail; discretion and excellent judgment with confidential and personal information; ability to work both independently and as a team member; initiative; proficiency with Microsoft Word, Excel, and PowerPoint; excellent verbal and written communication, interpersonal, and organizational skills; ability to set priorities and manage multiple demands in a busy office; and ability to work creatively with institutional policies and apply sound judgment in dealing with administrative issues. PREFERRED : experience in fellowship and grant administration and MIT work experience.
Job #21506-5


Hourly rate: $22.00-29.00

This is a full-time, 35 hour/week position.

This position is hybrid, with a blend of remote and on-campus work.

6/30/22

recblid 2v5f9kvxxv5yfysbfkxl3va8z5xx2v

Position Details: The Program Assistant is an integral member of the Academic Advising and Support Center, providing key administrative and logistical support while managing the communication flow and student traffic in the front office.
Duties Include:

+ Serves as lead administrative support position in the Academic Advising and Support Center ( AASC ). Answers phone calls from students, faculty, staff, and parents and directs calls to the appropriate party; manages the AASC email inbox and responds in a timely manner or routes emails to administrators, as appropriate; handles routine and confidential inquiries.

+ Manages the collection and processing of declaration/change of major and minor requests for all undergraduate students at Loyola. Works closely with department chairs to assign faculty advisors and maintains spreadsheets for tracking purposes. Effectively communicates information to students, faculty, and Records Office.

+ Coordinates the logistics for the Academic Standards Committee each semester. Communicates regularly with faculty members and department chairs, documenting their availability for meetings. Maintains schedules for meetings and compiles necessary supporting student documents. Provides faculty with timely information related to schedule of events and other key logistical factors.

+ Drafts correspondence, takes minutes, creates spreadsheets, presentations, documents, and files. Organizes and maintains electronic files. Proofreads documents for accuracy. Collects and prepares information for use in discussions and meetings. Maintains all office equipment, including ordering office supplies. Prepares and formats reports, performs data entry, and tracks data on a regular basis.

+ Handles complex schedules and calendars for several department members. Coordinates the logistics for events and meetings, which includes collecting RSVPs, making room reservations, and submitting catering orders.

+ Maintains webpages and social media accounts for AASC .

+ In collaboration with administrative assistant, manages foreign language and math placement testing for New Student Orientation; processes AP, IB, and departmental credit letters for students.

Details:

Successful candidates for any staff, faculty, or administrative position at Loyola University Maryland will be subject to a pre-employment background check.

Loyola University Maryland requires that all faculty, staff, and administrators receive COVID -19 vaccination unless exempted for medical or religious reasons in accordance with University policy.

If Staff, list days and hours: M-F, 8:30 a.m.-5:00 p.m.

Full Time: 40 Hours/Week, 8 am - 4:30 pm Monday through Friday

Entry Level: $15.52/Hour

Comprehensive benefits package: (Eligible after 60 days)

Location: Mason, MI

General Summary

Under the direction of the Center Coordinator, provides family support services to individuals accessing services through the Service Center to promote individual and family independence. This position focuses on (but is not limited to) providing direct assistance and advocacy/referral services to eligible persons with shelter and utility needs. Requires the ability to establish and maintain positive working relationships with landlords and utility providers.

Essential Functions

1. Provides family support services to individuals seeking services through CACS Service Centers. Services include needs assessment, direct and referral services, advocacy and follow-up to assist individuals in meeting basic needs.
2. Determines eligibility and assists clients with the complexities related to emergency shelter and utility assistance applications to apply for needed services.
3. Assists individuals in the selection of educational enrichment activities to comply with program requirements.
4. Maintains up-to-date client files, including assessment, direct and referral services, follow-up and other client contact.
5. Works cooperatively with staff and participants to meet Project objectives.
6. Informs eligible participants about the weatherization program and assists in the completion of the application for those services when the application process is open.
7. Provides participants with community resource information and explanation of how to access services.
8. Links participants with service providers, employers, landlords and other resources designed to meet individual needs and improve their quality of life.
9. Assists families with healthcare options through agency operated programs.
10. Works cooperatively as part of the Service Center Delivery team to address the needs of the low income population.

Recommended Employment Qualifications

Education : The job requires knowledge normally acquired from specialized training such as that acquired in specialized classes, vocational, trade or business school with course work in human or social services.

Minimum of a two-year degree required. Equivalent closely relate experience may be substituted for degree.

Experience : Minimum of two years' experience in the delivery of direct and information/referral services to the low-income community.

Good oral and written communication skills.

Ability to work with a diverse population in an effective manner.

Advanced computer skills required.

The qualifications listed above are guidelines for selection purposes; alternative qualifications may be substituted if sufficient to perform the duties.

CACS is an equal opportunity employer. Extensive background check and drug screen are required.

Job Posted by ApplicantPro