This is a key part-time position in the Partners for Education department, with offices on the campus of Berea College. The Program Associate will manage program related records and files, schedule meetings and events, coordinate data entry, monitor and track receipts for spending, purchase supplies, and provide office support to the program team. The Program Associate will also oversee all aspects of student labor from hiring, evaluation and allocating work.
Minimum Qualifications Required:
Education required to ensure success in this position: •Associate’s degree, required
Experience required to ensure success in this position: •A minimum of three years’ experience working in the areas of finance, human resources, office management, grants development or grants management, higher education, financial aid, college access or related field, required •Three years’ administration experience in a professional office setting with responsibilities in the following areas: bookkeeping, data entry, word processing, managing correspondence, filing, and supervision and scheduling of work teams, event planning, meeting preparation, and management of building space/resources. Special skills, knowledge and abilities: •Computer competency including data entry, word processing, familiarity with Microsoft Office products - Word, Excel, Outlook •Knowledge of college admission process, financial aid and scholarship information, human resources, or grants management and federal college access grant programs •Excellent organizational, analytical and communication skills •Ability to handle several projects simultaneously with close attention to detail •Ability to work as an integral part of a team •Demonstrated leadership skills with the ability to manage labor students •Ability to meet deadlines •Relate to a broad range of people •Ability to maintain confidentiality and protect the private nature of files and conversations •Must have mature judgment and positive attitude
License, certification, or registration necessary: •Valid driver’s license •Background check, including social media check
Physical requirements: •Occasionally life or carry up to 20 lbs. •Ability to courier throughout campus to deliver and pick up correspondence or materials for the office •Ability to work within a high energy office all day •Strong verbal presentation skills •Ability to travel independently •Ability to drive Berea car/van
Environmental conditions: •Work from Berea College office in Berea, KY •Professional office environment with interruptions and noise due to frequent visitors, students, staff, faculty and callers Ability to operate the following vehicles or equipment: •Standard office equipment – computer, telephone, fax machine, ten-key calculator, copier, etc. •Motor vehicle
Primary duties and responsibilities:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Regular and predictable attendance is essential. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
•Creates and maintains processes to manage all program paper-files including service reports and grant documentation •Provides general clerical support for activities such as correspondence, office supply orders, resource purchasing, travel arrangements and arranging for the pickup, sorting and delivery of mail for program •Welcomes all visitors and guests; schedule campus visits and provide and plan preparation for visits •Answers phone and rout calls accordingly or answer questions as necessary •Administers mailings to schools, parents, and program participants •Maintains the programs SharePoint/Box site for information sharing, including setting up folders and keeping calendar, documents, and other items updated •Maintains weekly schedules of staff on SharePoint/Box and processes monthly time and effort logs and leave reports •Manages student labor resources. Completes applicable staffing request forms. Creates and maintains student schedules. Ensures labor students receive proper training and directs day to day work. •Reviews purchase card reports and travel requests prior to Director approval including working with Finance department to make certain expenses are allowable, reasonable and necessary to meet the goals and objectives of the program •Collaborates with the Project Directors regarding grant management/development, and operational issues •Oversee the program data base, contact entries, attendance logs and stipend runs. •Run, review, and prepare various reports for Project Director or Director •Prepares for meetings including scheduling, refreshments and set up; sends agenda, minutes and handouts electronically to participants •Reviews and refines departmental policies and procedures to ensure consistency with work flow and follow office administration best practices •Provides assistance with campus events involving program staff and students •Serves on Partners for Education committees, as necessary, and represents program at meetings •Provide building maintenance where applicable and ensure building is properly maintained •Maintain inventory for evidence based program
Other roles/duties will be assigned as necessary to assist the College in the attainment of the goals set forth and the enhancement of a positive, respectful learning environment for all staff, faculty and students.
Berea College achieved national distinction as the first coeducational and interracial college in the South. With an emphasis on service to the people of Appalachia and beyond, Berea enrolls 1,600 students from 40 states and 70 countries. The College has a longstanding commitment to interracial education; here, people of different races seek to learn from and about each other, while also living together. Berea is among the most racially diverse private liberal arts colleges in the United States. It admits only students whose families are unable to afford the high cost of tuition and awards each of them a Tuition Promise Scholarship, meaning no student ever pays tuition. Berea’s students excel in the College’s supportive but demanding academic environment, and many are the first in their families to graduate from college. The College is one of nine federally recognized Work Colleges, and all students hold a position in which they work 10-12 hours per week. Washington Monthly Magazine has consistently ranked Berea in the top 3 of Liberal Arts Colleges for its success in educating and graduating academically talented, low-income students who become service-oriented leaders in their professions and communities; in 2016 and 2017, the magazine ranked it number 1.