Senior Administrative Assistant - TRIO Student Support Services

Title:Senior Administrative Assistant - TRIO Student Support Services

Division: Provost's Office

Department: University Division

FLSA Status:Non-Exempt

Salary Range:Grade 5: $13.63/hour

EEO Job Group:5 E6

Position Summary

Provide on-site administrative and programmatic support to the TRIO Student Support Services (TRIO SSS) Director and professional staff. This position is essential to ensuring the daily operations, fiscal accountability, and program compliance of a federally funded TRIO SSS project serving first-generation, income-eligible, and/or students with disabilities. The Administrative Assistant must exercise strong attention to detail, maintain strict confidentiality in all matters, and demonstrate sensitivity when interacting with students who may be experiencing academic, financial, or personal challenges. This is a full-time, grant-funded position supported through the U.S. Department of Education TRIO Student Support Services program. Continued employment is contingent upon annual federal funding and satisfactory performance.

This is a grant funded position through August 31, 2030.

Duties/Responsibilities

Administrative Support & Student Service:

• Provide direct support to the Director and TRIO SSS staff, including filing, typing, data entry, scanning, and preparation of correspondence.
  
  
• Greet and assist walk-ins from students, families, faculty, staff, and campus/community partners; respond to inquiries regarding TRIO SSS services in alignment with program guidelines.
  
  
• Answer phones in a professional and supportive manner; triage calls and connect students or visitors to appropriate staff/resources.
  
  
• Support TRIO students by scheduling and rescheduling advising, mentoring, and tutoring appointments, and following up as directed.

Program Knowledge & Compliance:

• Develop a comprehensive understanding of TRIO SSS federal regulations, university policies, and internal procedures related to confidentiality (FERPA), budget reconciliation, travel, purchasing, and StudentAccess database software.
  
  
• Maintain student files (electronic and paper) according to federal and institutional compliance standards.
  
  Program Coordination & Outreach:
• Schedule and monitor TRIO SSS spaces (study areas, tutor/mentor sessions, staff meetings, resource use).
  
  
• Assist in planning and coordinating TRIO SSS events (orientation, workshops, cultural events, outreach activities) including updates to campus calendars, TRIO social media, and the program website.
  
  
• Support marketing and communications by creating flyers, posts, and updates to engage students and promote services.

Fiscal & Operational Support:

• Assist the Director with fiscal responsibilities as the department's Fiscal Agent: reconcile monthly department credit card statements, process purchase orders, direct pay forms, travel vouchers, and requisitions.
  
  
• Maintain program subscriptions, memberships, and office supply inventory.
  
  
• Generate program reports, assist with budget tracking, and prepare financial documentation for internal and federal reporting.

Technology & Data Management:

• Enter and maintain program data in StudentAccess and Excel; create charts, graphs, and reports as needed for grant performance measures.
  
  
• Submit IT and facility requests to ensure smooth office operations.

Facilities & Student-Centered Environment:

• Monitor and support day-to-day office and facility needs to create a welcoming environment for TRIO SSS participants.
  
  
• Maintain cleanliness and ensure a professional, student-friendly space.

Other Duties as Assigned:

• Adapt responsibilities in response to departmental needs, student needs, or federal/university directives.
  
  
• Maintain flexibility in supporting the TRIO SSS mission.

Required Knowledge and Skills

• High school diploma or GED.
  
  
• One to three years of related office experience.
  
  
• Strong interpersonal and communication skills with ability to engage students from diverse backgrounds with empathy and professionalism.
  
  
• Excellent written and verbal communication skills.
  
  
• Proficiency with Microsoft Office Suite, databases, email, internet, and social media platforms.
  
  
• Ability to maintain confidentiality and demonstrate discretion, judgment, and tact in all communications.
  
  
• Strong organizational skills with ability to manage multiple priorities, meet deadlines, and work independently.
  
  
• Customer-service orientation with ability to de-escalate difficult situations and maintain a calm, professional demeanor.
  
  
• Ability to adapt quickly to shifting priorities while maintaining focus on program mission.

Preferred Knowledge and Skills

• Associate's degree or college coursework.
  
  
• Previous experience working in a federally funded program, especially TRIO programs (SSS, Upward Bound, McNair, etc.).
  
  
• Familiarity with StudentAccess or similar student-tracking software.
  
  
• Demonstrated knowledge of FERPA, OMB Uniform Guidance (2 CFR 200), and/or other federal compliance requirements.
  
  
• Experience working in higher education, particularly in student support, advising, or retention-based programs.
  
  
• Strong cultural competency and demonstrated commitment to serving first-generation, income-eligible, and/or students with disabilities.
  
  
• Event planning and coordination experience (student workshops, orientations, outreach programs).
  
  
• Experience with data collection, reporting, and assessment for grant or program outcomes.
  
  
• Bilingual or multilingual communication skills, especially in Spanish, highly desirable.

Regular Work Hours/Travel Requirements

About USI

The University of Southern Indiana is a public higher education institution located on a beautiful1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for thisposition include:

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Full tuition fee waiver for employees/75% for spouses and dependent children.
• Accrue up to 10 paid vacation days per fiscal year - accrual increases after 4, 7, and 11 years of service

For more information about the benefits that USI offers, please visit www.usi.edu/hr/benefits.

About the Department

TRIO Student Support Services (TRIO SSS) is dedicated to increasing the college retention and graduation rates of first-generation, low-income students, and students with disabilities. Through a holistic framework, the program provides individualized support tailored to address each participant's academic, personal, and career needs, empowering them to succeed both inside and outside the classroom. With services such as academic support (advising and online/in-person tutoring), mentoring (through peer and staff mentors), financial literacy education (covering all aspects of money management), and career and personal development, the program equips students for long-term success. Open to USI undergraduate students pursuing their first baccalaureate degree, TRIO SSS is committed to helping participants achieve their goal of earning a bachelor's degree while navigating their unique educational journey with confidence and support.

• Resume

Pre-Employment Screening

A background check will be required for employment in this position.

Authorization to Work in the United States

USI will not sponsor an employment-related visa for this position.

Interview Accommodations

Persons with disabilities requiring accommodations in the application and interview process please contact the manager of Employment at mcweinzapf@usi.edu or (812) 464-1840. Contacting the manager of Employment is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at HumanRes@usi.edu or (812) 464-1815.

EEO Statement

USI is an Equal Opportunity Employer as to all protected groups, including protected veterans and individuals with disabilities