Assistant, Administrative, Adult Education

Posting Details
Position Information
Job Title
Assistant, Administrative, Adult Education
Job Description
Reporting to the Associate Dean of Adult Education, the administrative assistant provides a wide variety of administrative and support functions for the Adult Education Department. The administrative assistant is required to work in concert with the Adult Education Specialist to ensure efficient daily operations, as well as positive collaborations with a wide range of internal and external college constituents to support the unit effectively. Responsibilities include but are not limited to the following: prepare payroll, create/amend adjunct instructor contracts, perform word processing/data entry, duplicate materials, maintain files and critical records, answer/assess telephone inquiries, and prepare correspondence. Additionally, the administrative assistant will need to conduct verification of contact hours in Advansys and on printed rosters to ensure clean state audit reports, assist with building courses, participate in student registration, assist in preparing for new student orientation, cover the front desk as necessary, and assist in arranging substitute instructors. The incumbent must also have excellent customer service and communication skills.
Duties/Functions

• Provide administrative support for Associate Dean of Adult Education and Adult Education Directors on the High Point campus.
• Coordinate schedules including internal and external obligations, including coordination and prioritization of daily appointments and business obligations.
• Arrange meetings: handle communications, travel arrangements, and the processing of related functions and documents.
• Call processing: The person in this position should be able to refer incoming calls to the respective employee or department while ensuring that appropriate calls are referred to the Associate Dean of Adult Education and other Adult Education staff on the High Point campus.
• Provide administrative support to Associate Dean of Adult Education relative to committee appointments. Duties include scheduling meetings, preparing agendas, documenting minutes, and preparing exhibits.
• Assist in the hiring processes for Adult Education Division by coordinating interview meetings/documents.
• Prepare new hire and separation documents, as well as prepare payroll and manage leave requests for Adult Education staff.
• File and retrieve documents and reference materials.
• Support regional accreditation processes and correspondence.
• Provide exemplary customer service in person, over the phone and via email. Treat customers with courtesy and respect, showing concern for their needs, and investigate and resolve concerns promptly.
• Help interpret policy for students, parents, and faculty/staff.
• Maintain confidentiality of information.
• Maintain budget records: recommend expenditure requests, monitor expenditures to ensure compliance with approved budget, recommend and process budget transfers. Assist in developing draft budget proposals as necessary.
• Perform purchasing functions: research availability and pricing, assist in developing bid proposals, complete requisitions/contracts and process invoices for approval.
• Prepare reports and/or presentation materials as required.
• Help coordinate planning unit activities and timely completion of planning process/documents.
• Ensure all documents that require a signature are promptly signed and returned to appropriate recipients.
• Provide training and mentoring to other administrative assistants as needed.
• Develop forms for college wide use.
• Serve on college committees and focus groups.
• Demonstrate and model the college's employability skills: adaptability, communication, information processing, problem solving, responsibility and teamwork.
• Perform all other duties as assigned.

Difficult Challenges

• Dealing with frequent interruptions while still maintaining accuracy and attention to detail.
• Dealing with limited resources (fiscal, human, supplies, etc.)
• Communicating with a variety of people, including internal and external audiences.
• Providing support in the management of student issues (behavior, health, emergencies).

Contacts
Daily: Dean or Associate Dean of Adult Education and Program Directors
Daily: Adult Education employees, students, and the general public
Weekly/Monthly: Maintenance, purchasing, finance, student support services, payroll, information technology, public safety, internal auditing, and other departments as needed.
Education Required
Associate degree in business administration, Office Management or related field, or at least four years of related administrative experience.
Education Preferred
Bachelor's degree in business administration, Office Management or related field.
Experience Required
Two years of related administrative experience and a proven record of progressively responsible experience in administrative functions, including evidence of experience in the following areas:
Thorough knowledge of office practices, procedures, and equipment to include basic accounting practices to track budget and expenditures.Proficiency in Microsoft Office products and experience using word processing, developing spreadsheets, developing presentations, and using database software applications.
Experience Preferred
More than 2 years of recent progressively responsible experience providing administrative support.Experience in an academic setting.
Recent experience with an enterprise student information system (e.g. Advansys, Colleague, etc.).Possess an intermediate knowledge of database programs (e.g. Access).
KSA Required
Ability to create, correct, and format documents and communications. Work experience with word processing, database software, spreadsheets, presentation and communication software. Willingness to be continually updated in these skills.Ability to work independently with limited supervision.
Demonstrate initiative in upgrading skills with professional development opportunities.Ability to handle paperwork and confidential information with discretion and sensitivity.
Exceptional organizational skills and deadline management with the ability to prioritize projects and tasks.Ability to work efficiently and calmly under pressure.
Strong verbal skills and personable manner in dealing with the public in person and on the phone.Ability to compose correspondence with correct punctuation and grammar.
Strong proof-reading skills.Ability to communicate effectively both orally and in writing.
Punctuality and flexibility in time mananagement.Neat, professional, appearance and attire.
Proficient computer skills.
Accuracy and attention to detail is a must.Ability to organize and maintain files for ready access.
Must be willing to work flexible schedules as needed. Will be in constant with public at all times.
KSA Preferred

• Ability to work with diverse student populations, including limited English proficiency.
• Strong team player able to appropriately communicate and collaborate with supervisor and peers as needed.

Department/Job Specific Requirements

• Perform monthly audits for membership and contact hour courses (sign-in sheets, instructor contract revisions, student rosters, Web Attendance, etc.) to ensure accurate data entry and compliance with auditing and FTE requirements.
• Arrange coverage for Adult Education classes as needed; secure substitute instructors under the direction of the Adult Education Program Director, Associate Dean or Dean.
• Prepare monthly payroll for adjunct instructors.
• Create and/or amend instructor contracts. Assist with building class sections.
• Assist with student orientation, registration, and front office coverage.
• Must be able to work days, Monday - Friday, 8:00 am - 5:00 pm.
• Participate in professional development activities in order to improve Adult Education knowledge and skill base.

The following (compliance) training is required and must be completed within the first 30 days of hire with annual refresher training thereafter:

• Ethics
• Safety/Shooter on Campus
• Personal Information Protection Training (PIP)
• Anti-Discrimination/Harassment & Title IX
• Other training may be required as determined applicable.

Physical Demands
Primarily sitting
<15%
20<->50lbs.
Posting Type
Staff
Posting Detail Information
Posting Number
2023-157-REG
Open Date
12/15/2023
Close Date
01/15/2024
Open Until Filled
No
Special Instructions to Applicants
Please submit completed application to include transcripts and cover letter. All applicable experience must be included in the application.