What are the responsibilities and job description for the Administrative Office Associate I - Workforce Solutions and Continuing Education position at HAGERSTOWN COMMUNITY COLLEGE?
SUMMARY STATEMENT
The Administrative Office Associate I provides support to one or more areas of Workforce Solutions and Continuing Education (WSCE), including Allied Health, Business and Certification and Licensure, College for Kids, Personal Enrichment, and Trades, Transportation, and Technology.
ORGANIZATIONAL RELATIONSHIPS
A. The Administrative Office Associate I reports directly to and is responsible to the Personal Enrichment and Youth Programs Manager.
B. This position coordinates closely with WSCE program managers and support staff, as well staff in other divisions, including: Digital Services, IT, Enrollment Management and Registration, Public Relations and Marketing, Food Services, and academic departments.
ESSENTIAL DUTIES
Provides program support including:
1. Provides technical, operations, and specialized administrative assistance to programs areas, projects, and office duties as assigned. May include working with supporting software such as Camp Docs, Salesforce or other databases.
2. Assists in answering questions from the public in a helpful, professional manner about related program areas.
3. Assists with schedule production as directed by Program Manager to ensure all information is accurate; paying specific attention to the date, time, and location of courses.
4. Works with instructors and program manager to identify course completers in Datatel system.
5. Performs a variety of assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards within a specific time frame for the preparation and coordination of area programming.
6. Provides support and assistance is recruitment and onboarding of instructors.
7. Provides administrative oversight for a variety of assigned open enrollment and contract training courses, including course outlines, book orders, daily schedule, attendance rosters, auditing files, and scheduling.
8. Runs reports from various systems, including Datatel and Informer; manipulates and interprets data in Excel.
9. Submits required documentation to regulatory agencies.
10. Provides support to program manager in the preparation for and facilitation of special events, contract training, courses, seminars and conferences.
11. Provides general office support with ordering of supplies, processing purchase orders and check requests, and organizing and sorting mail.
12. Other duties as assigned.
