What are the responsibilities and job description for the Administrative Assistant for Workforce Services Division position at Danville Community College?
Monday – Friday 7:30 a.m. – 4:30 p.m. in order to support faculty, staff, and students in the RCATT building.
Flexibility is needed to support the division. This is a fully face-to-face position.
Danville Community College seeks an organized and detail-oriented administrative assistant for the Workforce Services Division. The administrative assistant works in a collaborative team manner to provide clerical, organizational and administrative support for the division.
JOB RESPONSIBILITIES:
- Greet everyone in the RCATT building as the first face seen by faculty, staff, and students.
- Prepare the building for students’ arrival in the morning.
- Provide ongoing administrative support to the Director of Workforce Services, such as providing scheduling assistance.
- Answer and direct phone calls and phone messages timely and efficiently.
- Complete payroll spreadsheets (adjuncts teaching full-time, adjuncts teaching part-time, summer full-time faculty, and vouchers for non-credit classes).
- Ensure lecturers’ contracts conform to college policy.
- Serve as divisional payroll officer.
- Serve as Campus Contact Person for Workforce Services and the (Workforce Enterprise System – WES) Non-Credit Web Application and Registration.
- Enroll students in courses in the WES system and add courses when applicable.
- Support Career and Technical Education faculty with administrative tasks.
- Assist in the development of Workforce Services course schedule each semester; credit/non-credit. Enter the course schedule into the PeopleSoft/WES Systems.
- Assist with the assignment of non-credit course prefixes and enter into the new WES Catalog and maintain permanent listings of prefixes and course numbers. Generate registrations, class rolls, and billing/invoicing information.
- Enter information needed to report credentials awarded to Danville Community College.
- Learn new software Perceptive Content used in conjunction with scanner to upload earned VCCS approved Credentials into SIS.
- Submit travel pre-approval and reimbursement requests through ChromeRiver.
- Request desk copies of textbooks for instructors and place textbook orders. Maintain course syllabi and course outline files.
- Process requests to Business Office for requesting them to invoice company for contract courses. Arrange classroom space for specialized programs.
- Assist with procurement for the division.
- Set up and enroll students in recertification classes. Submit recertification information to the Department of Professional and Occupational Regulation (DPOR).
- Maintain course outlines, student evaluation forms, final program reports and disseminate as necessary.
- Participate in ongoing professional development when offered/advised.
- Serve on and actively participate in college committees.
- Other duties as assigned.
May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.
- A minimum of two years’ experience in providing administrative support in an office environment.
- Working knowledge of office practices and procedures and strong computer skills.
- The ability to follow and interpret oral and written rules and regulations, good communication skills, and strong human relation skills.
- Excellent customer service, communication, and organization skills with the ability to multi-task and to greet/direct visitors as needed.
- Flexibility to meet programming needs and support the division and college as a whole in a professional manner.
- Exceptional attention to detail, gained through experience in office practices, procedures, grammar, spelling and punctuation.
- Exceptional professionalism and ability to work with diverse constituents, to include college and government officials, faculty and staff, students, the community, and the general public.
- Ability to handle highly sensitive, confidential documents and communications.
- Ability to compile, interpret, and report out data.
- Exceptional knowledge of and skills in Microsoft Office Suite, including spreadsheets and calendar programs, word processing systems, and database information systems.
- Experience with Workforce Enterprise System (WES), non-credit web application.
- Experience with PeopleSoft, Student Information System (SIS), web-based procurement (eVA), and ChromeRiver for travel pre-approval and reimbursement.
The selected candidate’s offer is contingent upon the successful completion of a criminal background investigation, which may include: fingerprint checks, local agency checks, employment verification, verification of education, credit checks (relevant to employment). Additionally, selected candidates may be required to complete the Commonwealth’s Statement of Economic Interest. For more information, please follow this link: http://ethics.dls.virginia.gov/
VCCS uses E-Verify to check employee eligibility to work in the United States. You will be required to complete an I-9 form and provide documentation of your identity for employment purposes.
Salary : $35,000 - $45,000