Temporary Veterans Upward Bound Program Support Specialist Educational Opportunity & TRIO Programs UTK

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.