TRIO Upward Bound Office Manager

Position Overview

The Office Manager serves as the administrative core of the TRIO program, assisting with project and systems coordination related to student data, program communication, and scholarship distribution. This position oversees day-to-day operations, student records management, financial and compliance processes, food program administration (CACFP/SFSP), scholarship processing, and communications to families and key stakeholders. This position ensures efficient organizational systems, accurate data management, and support for staff, students, families, and university partners.

The University of Minnesota encourages a healthy work life balance for employees. CEHD is committed to an excellent employee experience, offering a flexible work environment that meets the needs of students, staff, faculty, and the communities we serve. Flexible work arrangements may include flexibility in schedule and/or work location. Please note that 100% remote work requires approval prior to offer.

Services by Month

October - May (Academic Year)

• Tutoring and academic intervention services Monday - Thursday
• Grade-level, academic courses that strengthen core skills and promote college readiness
• Educational workshops and planning sessions for students & families to build knowledge of academic progress, college access, and financial aid
• Leadership development opportunities, capacity-building conferences, and educational/experiential learning travel experiences
• Individualized advising on academic planning, goal-setting, college fit and admissions, scholarships, financial aid, employment, college housing, and transitioning to postsecondary education.
• In-school advocacy and support
• In-state and out-of state college and university (2- and 4-year) visits to increase exposure to postsecondary options

June - August (Summer Program)

• Five weeks of rigorous, academic instruction for rising 10th-12th grade students
• Two to five weeks of a residential living experience at UMN TC campus, designed to build independence, academic confidence, and college-going behaviors
• UB Bridge program for recently graduated high school seniors transitioning to postsecondary
• Experiential learning activities that promote persistence and a growth mindset
• Multi-day college visits to support informed decision-making about postsecondary pathways

For more information on the TRIO programs and services, visit www.cehd.umn.edu/trio.

Job Responsibilities

Project Systems and Data Coordination (55%)

• Manage and maintain all program administrative systems, including filing systems (digital and physical), the program archive, student records, and databases (e.g., Blumen, Google Workspace), ensuring accuracy, organization, and compliance with TRIO and University regulations.
• Organize and maintain staff and student personnel files, ensuring documentation is complete, accurate, and compliant with federal and institutional requirements.
• Oversee data entry, accuracy checks, and timely updates for participant eligibility, enrollment, attendance, services, and reporting metrics.
• Support federal compliance by organizing required documentation, assisting with Annual Performance Report (APR) data preparation, and monitoring timelines for all data-related tasks.
• Oversee summer and academic-year food programs (CACFP/SFSP), including grant management, ordering, storing and tracking food purchases, maintaining a system of record, filing reimbursements, and communicating with MNDOE and university partners.
• Track program budgets, purchasing, invoices, reimbursements, and financial workflows; serve as liaison to the financial services office and maintain accurate financial records in alignment with University and federal guidelines.
• Develop and maintain internal workflow systems for staff, including forms, procedures, shared drives, inventory logs, and tracking tools to ensure efficiency, clarity, and consistency across operations.
• Organize and maintain inventory UB office spaces, storage areas, and equipment, assess supply needs, purchase office supplies, and coordinate IT service requests.
• Recruit, hire, train, and supervise college student office assistants, who support office operations and project implementation, post positions, interview candidates, provide onboarding and ongoing supervision.
• Generate regular reports for program leadership, including enrollment summaries, budget updates, attendance trends, and operational status reports.
• Coordinate the scholarship program by distributing information to students, requesting, collecting, and reviewing documentation to verify eligibility, communicating with the development office, preparing required reports, managing and tracking all related records, and assisting with planning scholarship events.

Program Communication (25%)

• Serve as the primary administrative point of contact for the program, to include answering phones, responding to emails, managing program correspondence, and greeting visitors.
• Assist in developing, updating, and maintaining the TRIO UMN website by defining content needs and ensuring accuracy and timeliness of posted information.
• Maintain program communication platforms, including email lists, text-message systems, social media channels, and digital communications.
• Coordinate communication with students, families, staff, and community partners through newsletters, announcements, reminders, and scheduling updates.
• Assist with logistics for program events, workshops, meetings, and trips by sending confirmations, preparing materials, managing participant lists, and coordinating communication.
• Draft and format professional correspondence, reports, and program materials for internal and external audiences.
  

Student Support (15%)

• Welcome students and staff to the office, answer questions, provide general information, and direct students to appropriate staff for additional support.
• Assist with student intake and onboarding, including collecting paperwork, verifying documents, updating student files, and helping new participants understand program expectations.
• Maintain and provide student access to essential resources such as forms, schedules, supplies, and program information.
• Track student participation, follow up on missing documents, attendance concerns, and scheduling needs, and support communication between students and staff.
• Provide administrative support for tutoring, advising, workshops, and field trips, including managing sign-ins, preparing materials, and coordinating room and resource setup.
• Maintain an office environment that is student-centered, friendly, organized, accessible, and supportive of all learners.

Other (5%)

• Participate in program activities and initiatives, including orientations, educational workshops, and related events.
• Prepare agendas and record minutes for staff meetings.
• Other duties as assigned to support program operations.

Required Qualifications

1. Ability to collaborate effectively with people from a variety of communities, backgrounds, and identities.
2. High School Diploma/GED and four years of related experience, training/education may be substituted for some of the years of experience.
3. Strong written and verbal skills, with the ability to draft professional correspondence, reports, meeting minutes, and public-facing materials (e.g., updating websites, social media, and/or text systems).
4. Experience in Microsoft Office or Google Workspace.
5. Must hold a valid driver's license with a clean driving record and ability to drive a 15-passenger van.

Preferred Qualifications

• Bachelor's degree in education, human services, youth development, business administration, communication, or related field.
• Experience managing and prioritizing multiple tasks, working both independently and as part of a team, as well as adapting to shifting program needs and processes.
• Familiarity with required federal TRIO legislation, regulations, and documentation.
• Experience using Blumen or similar student data management systems to track services, participation, and outcomes.
• Fiscal experience with managing financial transactions, such as purchasing, reimbursements, budget tracking and grant-related documentation.
• Experience working with TRIO-like populations in an educational setting, such as low-income and first-generation high school students or consideration of personal experiences and/or overcoming barriers similar to those of TRIO students.
• Previous experience supervising student employees or supporting the coordination of small teams or project groups.
• Ability to speak multiple languages in addition to English (i.e., Spanish, Hmong, Somali).

Department Overview

TRIO programs at the University of Minnesota - Twin Cities (UMN-TC) are federally funded, supported by the U.S. Department of Education, and guide students from building a strong foundation in high school with Upward Bound (UB), to excelling in college with Student Support Services, or achieving graduate school degrees with Ronal E. McNair. For over 60 years, UMN TRIO has expanded access to opportunities, helping students become leaders in education, science, health, technology, public service, and more.

The TRIO UB program is designed to help eligible high school students develop the academic skills, personal motivation, and college knowledge necessary to complete high school, enroll in college, and persist toward a postsecondary degree. The UMN-TC, TRIO UB serves 118 low-income and first-generation college-bound students from four Minneapolis high schools. The program provides year-round academic support, enrichment opportunities, and college readiness services, engaging students, families, school partners, and community organizations to promote both individual achievement and broader educational equity.

College Overview

The College of Education and Human Development (CEHD), the third largest college at the University, contributes to a just and sustainable future through engagement with the local and global communities to enhance human learning and development at all stages of the life span. We know diversity is necessary to do our best work and foster our humanity. That's why the CEHD community is collectively dedicated to cultivating an inclusive and equitable environment, embracing and celebrating all identities of our students, staff, and faculty. These values are also a moral imperative requiring continuous proactive measures and a firm stance against prejudice, discrimination, and systemic injustice. https://www.cehd.umn.edu/

Pay Range: This position is represented by the AFSCME Union, Local 3800. The hours are M-F, 8:00-4:30. The work location is on the Minneapolis campus. The salary range for this position is $50,000 to $56,300. Final salary offers are dependent on the candidate's experience, skills, and internal equity within the department.

Time Appointment:100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a cover letter and resume. Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

*To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-UOHR (8647).

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

This position is not eligible for visa sponsorship.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).