Administrative Assistant, Academic/Workforce

Job Summary

Provide high-level administrative, operational, and organizational support to the academic/workforce division. This role ensures the efficient execution of division/department processes, including accreditation support, student admissions coordination, and budget tracking. The position requires advanced customer service, data management, problem-solving, and communication skills to contribute to program success and positive institutional outcomes.

Essential Duties and Responsibilities

• Manage the divisional/front office to provide outstanding customer service in a fast-paced, ever-changing higher education environment.
• Serve students through outcome-driven customer support.
• Use technology to communicate effectively and quickly in a fluid environment by adopting best practices in verbal and written formats. May assist with website updates.
• Prepare statistical reports using various systems and data management techniques.
• Execute document management strategies (electronic or paper) to ensure accurate and organized programmatic/departmental/divisional files.
• Support Districtwide Scheduling processes according to division or departmental needs.
• Generate reports and assist administration with verification of course schedules.
• May develop and maintain schedules for continuing education courses.
• Support directors/associate deans in the facilitation of programmatic admission and accreditation activities to achieve program goals.
• Support budget processes according to department/division needs.
• Facilitate the purchasing process. Verify vendor status, initiate departmental purchases, follow requisition status, coordinate delivery, verify charges, and release payment.
• Work collaboratively with others across the college district.
• Conduct administrative support duties to include planning and coordinating events and meetings, taking minutes, and calendar management.
• May assist with processing leave and local travel forms, check requests, and other college forms as needed within the division/department.
• Provide backup to the assistant to the dean at the dean’s request.
• Maintain confidentiality of all records, files, and contact information in compliance with the Family Educational Rights and Privacy Act (FERPA), college core values, and Board Policy.
• Maintain professional competence, utilizing college resources as needed.
• Perform other duties as assigned.
• Perform all duties and maintain all standards in accordance with college policies, procedures and Core Values.

Knowledge, Skills and Abilities

• Knowledge of Microsoft Office Suite, Adobe Acrobat, and other systems adopted by the organization (i.e. Workday, Modern Campus, Ad Astra, OnBase)
• Knowledge and familiarity with office equipment, such as printers, scanners, copiers, and telecommunication systems
• Knowledge of departmental/division/college processes, procedures, and guidelines
• Organizational skills
• Proofreading Skills
• Ability to multi-task
• Ability to be self-motivated and meet deadlines under pressure
• Ability to prepare reports using software and systems
• Ability to work with others
• Ability to maintain confidentiality
• Ability to effectively utilize hardware and software
• Creativity and Flexibility
• Relationship Management Skills
• Collaborative Skills
• Customer Service Skills
• Problem-solving Skills

Physical Demands, Working Conditions and Physical Effort

Sedentary Work - Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. Positions in this class typically include talking, hearing, seeing, grasping, standing, walking and repetitive motions, plus stooping, kneeling, crouching, and reaching. Relatively free from unpleasant environmental conditions or hazards. Office environment. Little physical effort required.

Required Qualifications

Associate degree from an accredited institution and two (2) years of administrative office experience or an equal combination of training and experience.

Preferred Qualifications

Bachelor's degree from an accredited institution.

Equivalency Language

The following equivalent combinations of education and experience may be considered: A high school diploma or GED and four (4) years of related office experience, OR a bachelor's degree and one (1) year of related office experience.

Security Sensitive Position

This position is Security Sensitive, therefore, candidates will be subject to a criminal background check.

Key Skills/Competency

• Administrative Support
• Customer Service
• Data Management
• Organizational Skills
• Microsoft Office Suite
• Report Preparation
• Confidentiality
• Event Planning
• Budget Support
• Higher Education