Educational Administrative Assistant

``· Understand and operate under the guidelines of the Apprenticeship Rules and Regulations, Apprenticeship Standards, and Workforce Development guidelines.

· Assist Apprentice Director and Workforce Development Director with various administrative duties.

· Support the Apprenticeship and Workforce Development Departments in assigned project-based work.

· Assist with Apprenticeship & Workforce Development graduations, and Local Craft Competition events tasks.

· Assist with the travel arrangements and coordination of National Craft Competition related events.

· Ensure meeting rooms for various classes and events are properly prepared, that includes placing lunch orders, stocking refreshments, setting up tables & chairs and setting out materials in coordination with the team.

· Update contact information for students and contractors in FlashPoint.

· Ensure departments maintain accurate filing systems, both physically and electronically.

· Proof fliers, calendars, publications, and other marketing materials.

· Assist with marketing mailings, including bulk mail.

· Complete and maintain NCCER training and certification(s) as required for the position.

· Provide backup for apprenticeship intake and dispatching tasks.

· Run weekly reports from database for upload to ConstantContact

· Gather information and coordinate monthly communication on Workforce Development efforts.

· Generate monthly apprenticeship program statistical reports for UAC and ABC leadership.

· Work with Government Affairs team to provide data and staff support.

· Assist with administration and set up of classes.

· Set up classes in FlashPoint, update attendance, upload information, and close out classes.

· Process registrations for classes and events and send confirmations.

· Ensure all class paperwork for classes such as in/out sheets; evaluations; certificates of completion, is complete and accurate.

· Provide support in working with contractors, partners, vendors, and supervisor in registration of classes.

· Assist with greeting visitors for classes.

· Coordinate classes and seminars set-up, registration, check-in, and other logistical items to facilitate a smooth flow of events.

· Assist Workforce Development Director with ordering of classroom related materials.

· Send certification cards/certificates to students.

· Coordinate and execute Placement Testing and Assessments.

· Review apprentice travel-stipend documents for approval. `Duties```

- Provide support to educational staff and students in various capacities
- Assist with administrative tasks such as transcribing, data entry, and filing
- Coordinate projects and events to ensure smooth operations
- Manage office supplies and maintain inventory
- Operate computerized systems for record keeping and data management
- Serve as a point of contact for phone systems and front desk inquiries
- Perform general clerical duties as needed

```Qualifications```

- Previous experience as an educational assistant or in a similar role preferred
- Proficient in office software and computerized systems
- Strong organizational skills with the ability to multitask and prioritize tasks effectively
- Excellent communication skills, both written and verbal
- Familiarity with medical receptionist duties is a plus
- Detail-oriented with a high level of accuracy in data entry and record keeping
- Ability to work independently and as part of a team
- Flexible and adaptable to changing needs and priorities

Knowledge, Skill and Abilities:

· Time management skills. Ability to maintain a high level of accuracy in preparing and entering information.

· Analytical and problem-solving skills.

· Ability to prioritize multiple tasks.

· Ability to complete projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; adjusting plans.

· Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.

· Must have a professional and helpful demeanor. They should be a self-motivated team player with strong organizational and multi-tasking skills. Exceptional written and verbal communication skills are required.

· Must be honest and trustworthy and display sensitivity to confidential matters, ability to demonstrate sound work ethics. Experience and knowledge of office administration. Excellent interpersonal skills possess cultural awareness and sensitivity.

· Computer Skills: Proficiency in Microsoft Word, Excel, PowerPoint, Outlook., Flashpoint, Adobe programs including Photoshop

· Solid understanding of social media usage including but not limited to: LinkedIn, Instagram, Facebook, Twitter, YouTube, Forums, Wikis and blogs.

· Equipment Operation: Knowledge of common office equipment including but not limited to, copiers, mail machines, and fax machines.

· Must possess valid California Driver’s License and must be eligible to be insured under company vehicle insurance policy

· Travel may be required and includes up to overnight

· Physical Demands: Able to work at least 8 hours/day and 40 hours/week. Additional shifts may be required including evening, weekend, and overtime. Able to sit at a desk for up to 8 hours a day. Able to drive in a car for up to 8 hours a day. Lifting up to 20 lbs.

Please note that this job description is not exhaustive, and additional duties may be assigned as needed.

We offer competitive compensation and benefits packages. If you are a motivated individual looking to contribute to the educational field, we encourage you to apply.

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Livermore, CA 94551: Relocate before starting work (Required)

Work Location: In person