Administrative Assistant, Adult Learning Center

Description

Disclaimer: The duties and responsibilities described are not a comprehensive list and the scope of the job may change as necessitated by business demands.

Summary:

The position of Administrative Assistant for the Castellow Adult Learning Center provides administrative and operational support services to the Castellow Adult Learning Center.

Responsibilities:

The position of Administrative Assistant for the Castellow Adult Learning Center (CALC) serves as the initial point of contact for a variety of questions related to course offerings and class schedules, along with all other areas within the Castellow Adult Learning Center. This position provides superior customer service through face-to-face, telephone, internet, and other communication methods. The Administrative Assistant provides accurate and efficient data entry to establish, maintain, and keep updated files in compliance with all appropriate policies and regulations.

Essential Duties

• Enter and manage data for Adult Education (AE) students in state databases, distance education platforms, and testing and attendance software.
• Serve as AE receptionist; coordinate schedules and complete tasks required to run the center in an organized, efficient, and welcoming manner.
• Assist with preparation of documents and reports in a timely and accurate manner.
• Interact with prospective and enrolled students in a professional but understanding manner with the knowledge that students at the center come from all backgrounds.
• Prepare and submit work orders, Public Relations (PR) requests, key requisitions, and purchase card statements as needed.
• Assist with a variety of projects for the department including large-scale events.
• Maintain a professional and open line of communication with community partnerships.
• Inform the Director or instructors of potential issues or conflicts within the department, as appropriate.
• Work collaboratively with various individuals and departments across campus.
• Maintain confidentiality of student and instructor information.

Qualifications

Minimum Qualifications:

• Associate’s Degree from an accredited institution in Business Administration, Communications, or related field, and a minimum of 1 year related office experience, OR High School Diploma/GED with a minimum of 3 years related office experience
• One year of customer service experience
• Knowledge of FERPA regulations and an ability to maintain confidentiality
• Experience with office equipment such as multi-line phone, computer, printer, fax machine, photocopier and software applications such as Word processing, spreadsheets, databases, etc.
• Experience performing basic bookkeeping, record keeping, and report writing
• Ability to establish and maintain effective working relationships with other people

• Bachelor’s Degree from an accredited institution
• Previous experience working in education or with diverse populations

Supplemental Information

Work Environment:

Typical work environment is an office setting requiring normal safety precautions. This position frequently works around video display. The noise level is usually minimal. Work is usually performed during the normal workday; however, occasional early morning, late evening and weekend work may be required. Short periods of time will be spent outdoors traveling between campus buildings in various weather conditions.

Physical Demands:

Employee must be able to sit and stand for long periods of time, speak, hear, use hands and fingers to handle materials and use computers, feel, and reach with hands and arms. Occasional lifting of up to 10 pounds may be required; infrequent lifting of up to 25 pounds may be required.

• CV or Résumé
• Cover letter
• Copies of Transcript (official transcripts required upon employment)

• Employment is contingent upon a successful background check.