Administrative Assistant, High School Programs

Description

This position will be the initial contact for internal and external stakeholders inquiring about High School programs. They will work collaboratively with division leadership to develop course schedules; be efficient as they build high school courses; and maintain impeccable student records. They will be expected to handle confidential work with tact and discretion, and successfully perform multiple duties with demonstrated flexibility. This position will be responsible for the online registration process, from application to registration, assisting high schools with issues, adds, drops and withdraws. They will assist with orientations at the high schools and all events through high school program. While most of the work will be accomplished during regular hours, there will be times when this person will work evening and/or weekend hours. This position requires the ability to maintain effective working relationships with others, to interpret and handle routine decisions as related to departmental operations and to follow oral and written instructions in detail with accuracy and efficiency.

Vision:
Indian Hills Community College is dedicated to empowering students and enriching communities, preparing leaders who are ready to tackle the challenges of tomorrow.

Mission:
Indian Hills Community College changes lives by inspiring learning, diversity, social enrichment and regional economic advancement.

Core Values:
Indian Hills Community College is committed to belonging, community, diversity, excellence, innovation, integrity, service and success.

Minimum Job Requirements

• Activate all new applications and assist high school counselors with any issues within this process.
• Work collaboratively with Academic division personnel to establish faculty and course scheduling for high school concurrent courses.
• Build high school program courses accurately and in a timely manner.
• Coordinate scheduling and entry of all high school courses, including, but not limited to, Career Academy, Discovery Academy, and high school concurrent enrollment programming.
• Collaborate with personnel in the area high schools on registration, course placement, follow-up and issues that arise.
• Collaborate with high schools to verify rosters in a timely manner.
• Assist with orientation, high school CEP staff development day, and other events for high school programs office.
• Prepare book and material orders for all high school courses, deliver books and materials to appropriate schools and maintain records of books/materials and their locations.
• Maintain accurate records of students and submit required reports to registrar’s office when needed.
• Lead department efforts in online registration and assist with onsite and offsite application and registration events.
• Prepare and submit all necessary reports, contracts and other pertinent documents.
• Maintain department purchase orders and assist with department capital equipment process.
• Assist IT in gathering missing or incorrect data for high school programs.
• Assist in collecting data for reporting.
• Work collaboratively with high schools to create and update articulation agreements.
• Work collaboratively with marketing to promote high school programs offerings & events.
• Develop efficient and effective processes that assist in the daily work with high schools.
• Adhere to NACEP requirements when working with Concurrent Enrolled Partners (CEP) instructors and courses.
• Keep documentation items for CEP instructors and answer questions that arise in a timely manner.
• Demonstrate strong customer service skills.
• Demonstrate accurate and advanced use of Microsoft Excel. (New)
• Perform other duties as assigned.

Work Performed

• High school graduate or equivalent required. Post-secondary administrative assistant or office management education preferred.
• Three year’s full time related work experience in office management as an administrative assistant preferred.
• Must possess the ability to communicate effectively both verbally and in writing.
• Demonstrate strong organizational skills with the ability to multitask and prioritize projects to meet deadlines.
• Proficient computer skills are required. Proficiency in Microsoft Office Suite & Zoom technology
• Demonstrate strong collaborative and team-oriented attributes.
• Strong sense of professionalism and discretion required.
• Must possess impeccable customer services skills.

Supplemental Information

Responsible To:
Director, High School Programs

Position Level:
Office, Level I – Non-Exempt – Traditional funding, at will employment on a letter of employment

Employment Length:
4 Term, Full-Time, Benefits

Schedule:
7:15 AM to 4:45 PM, Monday to Thursday