Administrative Compliance Assistant

Position Overview:

The Administrative Compliance Assistant provides critical support to the Student Engagement and Compliance Coordinator by ensuring accurate file management, rigorous compliance tracking, and efficient administrative assistance. This role enables the Coordinator to concentrate on student engagement, outreach, and enrollment tasks, while the Assistant focuses on maintaining detailed records in alignment with Texas Workforce Commission (TWC) standards. The Assistant may also support event logistics to help raise visibility for the center’s programs.

Key Responsibilities:

• File Management and Compliance Support
• Student Record Management: Maintain organized, compliant student files, ensuring documentation aligns with TWC standards (e.g., ID, enrollment records, education background, and payment history).
• VA Documentation: Verify that files for VA students contain necessary documents, such as DD 214 forms, payment records, and transcripts.
• Financial Record Keeping: Track payments in each student’s file, including VA-related payments, with a clear, accurate ledger.
• File Updates: Ensure complete documentation for withdrawn students, including withdrawal records and refund paperwork.
• Compliance Tracking
• Conduct regular checks to confirm student file adherence to TWC guidelines.
• Support the preparation of compliance documentation and organize records for audits.
• Event Preparation and Support
• Prepare materials and coordinate logistics for job fairs, trade shows, and community events.
• Set up tables and displays at events, assisting with attendee interactions as needed to enhance the center’s presence.
• Accompany the Student Engagement and Compliance Coordinator to events when needed, handling logistical tasks.
• Administrative Assistance
• Answering phones and making phone calls to potential students
• Perform routine administrative tasks, such as file organization, inventory management for promotional items, and office supply upkeep.
• Keep the front desk area organized and welcoming for prospective students.
• Student Enrollment and Front Office Support
• Assist with front office duties, including greeting visitors, answering questions, and directing inquiries.
• Provide backup support during peak enrollment periods, ensuring prospective students receive timely responses.

Key Performance Indicators (KPIs):

• File Accuracy and Compliance: Maintain fully compliant student files, reducing audit discrepancies.
• Event Support: Reliably assist in preparing for and attending outreach events, supporting effective community engagement.
• Administrative Organization: Ensure a streamlined, accessible filing system and well-maintained office environment.
• Responsive Support: Provide proactive assistance to the Student Engagement and Compliance Coordinator, enabling effective student engagement and outreach.

Qualifications:

Education:

High school diploma or equivalent required; some college or vocational training preferred.

Experience:

• Prior experience in administrative, compliance, or record-keeping roles preferred.
• Familiarity with event coordination and customer service is an asset.

Skills:

• Excellent organizational skills with attention to detail.
• Basic proficiency in MS Office; familiarity with data entry and file management systems.
• Strong communication skills and a friendly, professional demeanor.

Compensation:

• Pay Range: $16 - $25 per hour, depending on experience.
• This rate is based on comparable roles in Killeen, Texas, with room for growth and responsibility adjustments.
• Benefits:
• Paid time off, health benefits, and opportunities for professional development.

Job Type: Full-time

Pay: $16.00 - $20.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person

Salary : $16 - $25