The Temporary Part-time Administrative Support Assistant provides administrative and operational support for the federally funded Veterans Upward Bound (VUB) Program. This position assists the Project Director and program staff with participant records, office operations, customer service, data entry, scheduling, and preparation of program materials. The position plays an important role in ensuring accurate recordkeeping, efficient daily operations, and quality service to military veteran participants pursuing postsecondary education.
Administrative Support (20%)
- Provide administrative support to the Project Director and Educational Specialists.
- Enter, update, and maintain participant records in the Blumen database and other required reporting systems.
- Prepare participant files, forms, correspondence, and educational materials.
- Answer telephones, greet visitors, veterans, and community partners, and direct inquiries appropriately.
- Schedule participant appointments, orientations, and meetings.
- Assist with preparing reports and documentation for federal Annual Performance Reports (APR) and internal program reporting.
- Maintain confidential participant records in accordance with university policies, FERPA, and federal TRIO regulations.
- Route incoming and outgoing mail and coordinate shipments through USPS, UPS, and FedEx.
- Maintain office supplies, participant educational materials, and resource publications.
- Assist with maintaining participant computer workstations, equipment checkout records, and inventory documentation.
- Coordinate classroom access and meeting room setup as needed.
- Assist with event preparation, participant workshops, orientations, and outreach activities.
- Participate in staff meetings, professional development, and required training.
- Perform other duties as assigned in support of program operations.
Participant Services (15%)
- Welcome participants and visitors to the Veterans Upward Bound office.
- Assist participants with completing basic program forms and navigating online resources.
- Prepare participant packets, including financial aid, FAFSA, ACT, placement testing, and orientation materials.
- Communicate with current, prospective, and former participants regarding appointments, workshops, schedule changes, and program events.
- Maintain an organized participant resource library containing educational, career, financial aid, and veterans' benefits information.
- Provide general information regarding available educational resources and refer participants to appropriate staff for advising.
Program Support and Outreach (15%)
- Assist staff with recruitment events, workshops, and community outreach activities.
- Help prepare recruitment materials and informational packets.
- Assist veterans in connecting with community resources including VA services, state veterans’ agencies, colleges, and community organizations.
- Support program events through registration, setup, participant check-in, and follow-up activities.
Required Qualifications
Education: High school diploma or equivalent
Experience : One year of progressively responsible administrative support experience.
Knoxville, Skills, & Abilities:
- Experience working with Microsoft Office (Word, Excel, Outlook, PowerPoint).
- Excellent organizational, customer service, and communication skills.
- Ability to maintain confidential records with a high degree of accuracy.
- Ability to work independently while supporting multiple staff members.
Preferred Qualifications
Education: Associates degree
Experience:
- Experience working in higher education, TRIO programs, or programs serving military veterans.
- Experience with database management and data entry (Blumen preferred).
- Familiarity with University of Tennessee administrative systems (DASH, IRIS, Concur, etc.).
- Knowledge of FAFSA and postsecondary admissions processes.
- Experience working with military veterans or other underserved populations.
- Knowledge of federal TRIO regulations, Uniform Guidance (2 CFR 200), and University of Tennessee policies.
- Experience maintaining websites or social media platforms.
Knowledge, Skills, and Abilities
- Strong interpersonal and customer service skills with the ability to work effectively with military veterans and diverse populations.
- Excellent written and verbal communication skills.
- Strong organizational skills and attention to detail.
- Ability to prioritize multiple assignments and meet deadlines.
- Ability to maintain accurate electronic and paper records.
- Proficiency with Microsoft Office and the ability to learn university software systems.
- Ability to exercise sound judgment while maintaining confidentiality.
- Ability to work collaboratively as part of a team while demonstrating initiative and professionalism.
- Commitment to providing high-quality service to participants and supporting the mission of the Veterans Upward Bound Program.
