Mercer University Upward Bound Administrative Assistant Job Description

I. Position Purpose
Under the supervision of the TRIO Upward Bound Assistant Director, the Administrative Assistant is a non-residential, professional support position responsible for providing comprehensive administrative, clerical, and program coordination services to support the daily operations of the Mercer University Upward Bound Program.

Upward Bound is a U.S. Department of Education federally funded educational opportunity program designed to prepare eligible high school students to enter and succeed in post-secondary education. The Administrative Assistant plays a vital role in ensuring smooth program operations, accurate recordkeeping, effective communication between stakeholders, and the successful planning and execution of events, travel, and student services.

The Administrative Assistant serves as a primary liaison between the Upward Bound staff, participating schools, students, families, vendors, and external partners, ensuring that all administrative systems and program documentation are maintained with professionalism, accuracy, and confidentiality.

II. Duties and Responsibilities

Administrative & Office Support
Provide daily administrative support to the TRIO Upward Bound Assistant Director and program staff
Draft, format, and maintain professional correspondence, memos, reports, and internal communications
Create and maintain organized digital and physical filing systems for student records, staff documents, compliance materials, and program data
Maintain and update student files, including enrollment forms, eligibility documentation, academic records, FAFSA confirmations, attendance logs, and consent forms
Manage office supplies, printing, copying, scanning, and general clerical needs
Answer phones and emails, route inquiries appropriately, and provide professional customer service to students, parents, school partners, and campus offices
Meetings & Documentation
Prepare meeting agendas for staff meetings, school meetings, and partner engagements
Take detailed meeting notes and distribute summaries and action items to relevant staff
Track deadlines, follow-up items, and compliance-related tasks
Maintain contact lists and communication logs for staff, schools, vendors, and community partners
Liaison & Communication
Serve as a liaison between Upward Bound staff and participating schools
Coordinate communication between students, families, instructors, mentors, and UB staff
Maintain and update contact databases for Blumen (B.O.T. – Blumen Online for TRiO) and internal tracking systems
Assist with data entry, reporting, and verification in Blumen and other TRIO-required systems
Events & Program Support
Assist with planning, organizing, and setting up program events, workshops, orientations, ceremonies, and special activities
Prepare sign-in sheets, name badges, programs, certificates, awards, and event materials
Support event logistics, including room reservations, catering coordination, materials preparation, and on-site support
Design and prepare awards, certificates, and recognition materials for students and staff
Travel & Vendor Coordination
Assist in developing detailed trip agendas and itineraries for college visits, cultural trips, and STEM experiences
Prepare travel packets for students, staff, and chaperones
Follow up with vendors, hotels, transportation providers, colleges, and activity sites regarding confirmations, invoices, and schedules
Track travel documentation, waivers, emergency contact forms, and attendance verification
Records, Compliance & Reporting
Maintain accurate student participation records, attendance logs, advising documentation, and compliance files
Assist with preparation of reports for grants, APR (Annual Performance Reports), and internal reviews
Ensure confidentiality of all student and staff records in compliance with FERPA and TRIO regulations
Technology & Systems Support
Maintain shared calendars, advising schedules, and booking systems
Assist with spreadsheets, tracking tools, and digital forms (JotForm, Qualtrics, Google Workspace, Microsoft Office, and Blumen systems)
Support document formatting for professional and compliance-ready materials
General Program Support
Assist staff with day-to-day program operations as needed
Provide front-desk coverage during peak program hours
Support onboarding of new staff, mentors, and student workers with paperwork and training materials
Perform other duties as assigned by the Program Director or Assistant Director

Qualifications 

Experience in administrative, clerical, or office management roles, preferably in education, TRIO, or student services
Strong organizational skills with the ability to manage multiple tasks and meet deadlines
Excellent written and verbal communication skills
High level of professionalism and attention to detail
Ability to maintain confidentiality and handle sensitive student and program information
Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint), Google Workspace, and data management systems
Experience with Blumen (B.O.T.) or willingness to learn TRIO reporting systems
Strong interpersonal skills and ability to work collaboratively with staff, students, schools, and external partners
Ability to follow directions, work independently, and problem-solve in a fast-paced environment
Flexibility and willingness to assist with events, occasional evening or weekend activities, and special projects

Additional Candidate Requirements

A complete application consists of:

Completed application form
Resume
Contact information for three (3) professional references
Incomplete applications will not be considered.

Review of applications will begin on a rolling basis and will continue until a successful candidate is identified.

Office Location
Mercer University TRIO Programs Office 3rd Floor – Connell Student Center

Contact Information
For questions or additional information, please contact:

Cenitra Stevenson
Assistant Director, Mercer University Upward Bound
478-301-2098
Stevenson_cd@mercer.edu

or

Detra Foreman
Upward Bound Office
478-301-2099
foreman_dn@mercer.edu

Additional Candidate Instructions

A complete application consists of:
• Completed JotForm Application
• Letter of interest (bring copy to office)
• Resume upload and (bring copy to office)
• Contact information for 3 professional references (bring copy to office)

*Incomplete applications will not be considered.

Review of applications will begin in February and will continue until a successful
candidate is identified. To ensure first consideration, apply by 02/02/2026.
Completed applications may be submitted by bringing the application to our office:

Office: Mercer University
TRIO Programs Office
3rd Floor-Connell Student Center

*** Please bring your license with you so that a copy can be made and put in your file.
Please note the following:
.
• Background Check is required before employment.

Contact Detra Foreman in the Upward Bound office at 478- 301-2099 foreman_dn@mercer.edu
or Cenitra Stevenson at 478-301-2098/ Stevenson_cd@mercer.edu
for questions or additional information