APU is seeking employees who desire to engage in our thriving culture by cultivating community through professional interactions, demonstrating a posture of lifelong learning, and modeling Christ-like character. Working together, employees at APU commit to establishing a university atmosphere that is edifying to God and to one another.

The Administrative Coordinator is under the supervision of the TRIO Programs Director and is responsible for managing all office operations. Collaborates with project personnel concerning data collection, project evaluation, record keeping, and coordinating project events. The position supports the Upward Bound and Student Support Services projects. The Administrative Coordinator assists the TRIO Director with budget management and procurement processes. In addition, this role generates project reports and data analysis on participants' academic success.

This position is full-time with benefits and is grant-funded through August of 2025 with funding renewable based on project performance.

Required Education

● Bachelor’s degree required

Required Experience

● Two or more years of administrative, program management, and/or budget experience

● Experience supporting multiple individuals in a busy office environment

● Experience with data collection and analysis as it relates to student success

● Ability to work independently with minimal supervision

● Demonstrated commitment to supporting the academic needs of students facing barriers to

educational success through academic coaching/advising, counseling, instruction, advocacy,

and/or education.

● Strong written and verbal communication skills.

Preferred

● Prior experience working with students from TRIO target populations, including but not limited

to being a member of an underrepresented group in higher education, being a first-generation

student, being from a low-income family, or having a disability

● Preferred: Prior service with TRIO program.

● Preferred - Life experience with barriers similar to those from TRIO target populations, including but not limited to being a member of an underrepresented group in higher education, being a first-generation student, being from a low-income family, or having a disability.

Primary Duties/Essential Functions

● Plans, coordinates and oversees office operations including scheduling, record management,

compliance, policy and procedures, budget analysis, front-desk, office communications, event

management.

● Maintains the inventory of office supplies and equipment, organizes supplies for storage and

Distribution.

● Oversees student assistants, organizing student receptionist duties including lunch schedules

and breaks, and coordination of TRIO meeting space and TRIO Programs calendar.

● Supports Director with hiring requisitions, coordinating meetings, and scheduling.

● Contributes to, provides recommendations, and evaluates the TRIO Policy and Procedures Manual.

● Work collaboratively and effectively with program participants, parents, and staff of diverse

backgrounds.

● Establishes external partnerships and identifies resources to contribute to Upward Bound

Parent Wellness Committee.

● Coordinates the Upward Bound Parent Wellness Committee and Student Support Services

Advisory Board by creating meeting materials, scheduling, and supporting the committee's

decision-making.

● Works with the Director to strategize the purpose, function, and priorities of the Upward Bound

Parent Wellness Committee and Student Support Services Advisory Board

● Assist Directors in maintaining fiscal records, processing internal work orders, maintenance of

equipment, ordering office supplies, processing Amazon orders, and coordinating, preparing,

and process mailers for projects.

● Assist programs in updating information in the Student Access database, secure program

participant files, assist with project record keeping, and input program data related to tracking

current participants and all alumni for TRIO Programs.

● Maintains filing system for participants, temporary employees, students, and administrative

office staff for Director of TRIO Programs

● Develops paper and digital documents, applications, forms, and evaluations, as needed for

project compliance, risk management, data collection, and fiscal management

● Process internal procurements using established charts of accounts, interact with project

vendors, file, retrieve and process purchase requisitions from vendors for both projects, and assist Director with budgeting functions using Excel, PeopleSoft, and project ledgers.

● Assist with processing purchase orders, purchase change orders and documentation to support the procurement process including obtaining pricing as needed.

● Assists in the development of official documents related to personnel, budget, and program performance.

● Support Director of TRIO Programs with budget analysis, procurement, budget reconciliation, and budget record keeping.

● Serves as a resource person and potential mentor to students, especially students of diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds.

Event Planning

● Coordinates travel arrangements for staff and project participants; processes travel documents.

including travel requests, registration payments, and expense claims, as needed.

● Assist projects with event planning, catering, and other duties in conjunction with student field trips.

● Coordinate the use of appropriate facilities with departments/individuals as necessary for events and on behalf of TRIO Programs and student groups.

● Oversees data collection, data entry, record keeping, and student tracking for Upward Bound and Student Support Services.

● Oversees and prepares reports on student participation, success metrics, and project outcomes for TRIO Director.

● Provides data analysis of participant engagement, retention, and graduation and recommends interventions strategies to increase student success.

● Manages compilation of Department of Education Annual Performance Reports with Director oversight and support.

● Evaluate campus-wide partnerships and external partnerships and works with Director to identify new external and internal partnerships.

● Directs TRIO evaluation efforts and generates formative and summative reports to increase the efficiency and effectiveness of project.

● Assists in creating brochures, flyers, and informational materials regarding programming and activities, coordination of publication production, special event coordination, and mass mailings.

● Manage TRIO website, Facebook, and Instagram pages with updated events and information.

● Respond to student, faculty, staff, and external inquiries regarding the information on TRIO Programs activities, events, opportunities, recruitment, and outcomes.

● Maintain punctual attendance and electronic timekeeping as it applies to the scope of this position.

● Willing to work flexible/extended hours, including occasional weekends.

● Performs other related duties as assigned.

Skills

● Effectively work with students of diverse academic, socioeconomic, cultural, disability, first-generation to college, and ethnic backgrounds.

● Knowledge of U.S. Department of Education TRIO programs or similar programs providing college access services to individuals from populations with identified socioeconomic disadvantages.

● Ability to develop and maintain professional, collaborative, and service-oriented relationships within Azusa Pacific University and with educational, government, and community agencies.

● Participate in the development of goals, objectives, policies, procedures, and work standards for assigned programs.

● Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.

● Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local policies, procedures, laws, and regulations.

● Organize own work, set priorities, and meet critical time deadlines.

● Leadership ability and strong written and verbal communication skills.

● Must be collaborative and an effective team member and team builder.

● Ability to maintain confidentiality.

● Ability to work under pressure and meet deadlines.

● A creative, highly productive, and flexible, self-starter with the ability to work independently with minimal supervision.

● Must be collaborative and an effective team member and team builder.

● Strong written and verbal communication skills.

● Ability to manage details and follow through.

● Preferred - Ability to speak, read and write in Spanish.

Mental Demands

● In agreement with the purpose and goals of Azusa Pacific University in providing a Christian-based higher education for its students.

Physical Demands

● Occasional evening events

● Hearing and speaking demands

● Meetings may require walking and/or driving on and off campus

● Requires keyboard

● Intermittent sitting and standing

● Extensive telephone usage

● Ability to lift, pull, grasp, bend and reach

● Ability to lift up to 20 lbs

Visual Demands

● Computer monitor and reading

Environment

● Pleasant office, comfortable temperatures.

● Multiple conversations and transactions occurring simultaneously.

Technologies

● Good computer skills with Windows or Apple Operating systems and Microsoft products to complete tasks, including Word documents, MS Excel spreadsheets, etc.

● Proficient in Google Apps.

Compensation

• Grade 8: $21.44 to $24.66 is the hourly compensation for this role and reflects what Azusa Pacific University reasonably expects to pay for this position. Actual compensation may vary based on the qualifications, experience, and internal equity. In addition to compensation, APU offers a competitive benefits package.

Azusa Pacific University is a Christ-centered, multicultural community that values and seeks faculty and staff who are committed to diversity, work effectively with diverse populations, and engage others in ways that honor our rich cultural mosaic and biblical foundation. Please click the links to learn more about 'what we believe', our 'mission statement', and our 'statement of faith'.

You can learn more about APU by watching the stories of faculty, staff, and alumni as they carry out our mission here: http://www.apu.edu/stories/

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Azusa Pacific University will conduct a background check on all final candidates.

Review of applications will begin immediately, and the position will remain open until filled unless otherwise stated. Azusa Pacific University does not discriminate on the basis of race, color, national origin, sex, age, disability, or status as a veteran in any of its policies, practices, or procedures. Women and minorities are encouraged to apply.

Required Skills

Required Experience

1. Excellent communication (oral and written), critical thinking and follow up skills.

2. Strong interpersonal skills, including interviewing skills, and personal communication skills.

3. Strong ability to organize work priorities and meet specific objectives under time constraints. Ability to multi-task and manage several projects simultaneously.

4. Ability to be a change agent and influence others.

5. Excellent customer service skills. Ability to build and maintain relationships and work with all levels of management and teams.

6. Strong team orientation and collaborative style.

7. Ability to use independent judgment in guiding, coaching, and instructing staff and leaders.

8. Ability to promote an inclusive environment and seek ways to integrate differences.

9. Ability to analyze and apply judgment in resolving complex problems.

10. Excellent computer skills, to include MS Excel, Word, Project, and Power Point.

11. Self-motivated, self-learner, initiator, creative and flexible.

12. Bilingual, English/Spanish preferred.