Assistant, Administrative, Career Education & Training

Posting Details
Position Information
Job Title
Assistant, Administrative, Career Education & Training
Job Description
The administrative assistant provides a wide variety of administrative and support functions for the Career Education and Training department. The administrative assistant will at times work independently by taking initiative to ensure efficient daily operations, collaborates with a wide range of internal and external college constituencies to support the unit effectively. Responsibilities include but are not limited to the following: prepare payroll, create contracts, assist with purchasing processes, perform word processing/data entry, duplicate materials, maintain files and critical records, answer/assess telephone inquiries, prepare correspondence, schedule meetings and tasks, arrange travel, assist with budget management, and record meeting minutes.
Duties/Functions

• Provide administrative support for Career Education and Training (CET) department.
• 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 Coordinator and/or Director.
• Provide administrative support to director relative to committee appointments. Duties include scheduling meetings, preparing agendas, documenting minutes, and preparing exhibits.
• Assist in the hiring processes for Workforce and Continuing Education/Career Education and Training Division by coordinating interview meetings/documents.
• Prepare new hire and separation documents, as well as prepare payroll for Career Education & Training 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, answering emails, walk-ins and internal and external telephone calls.
Working on multiple tasks concurrently while meeting deadlines for time-sensitive projects.
Contacts
Auditing, Finance, Payroll, Registrar, Human Resources Office, Auxiliary Services and Campus Police
Coordinator, Director or Deans and other administrative support
Purchasing
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., Colleague)
• 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 developmental 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 written form.
• Punctuality and flexibility in time management.
• 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 contact with public at all times.

KSA Preferred
Department/Job Specific Requirements

• Submit textbook orders.
• Requests course builds/adjustments.
• Ensure that Instructors have necessary course paperwork.
• Submit requests for ITS to post a select group of Occupational Training courses on our website.
• Travel (local) as needed to meet office, divisional, or college goals.

Physical Demands
Physical Activity: Primarily sitting
Environmental Hazard(s): <15%
Lifting: 20<->50lbs.
Posting Type
Staff
Posting Detail Information
Posting Number
2023-154-REG
Open Date
12/06/2023
Close Date
01/02/2024
Open Until Filled
No
Special Instructions to Applicants