Position Summary This position provides district-wide administrative support for scheduling of courses, programs, facilities, and telecommunication systems for internal and external customers. The scheduling services administrative support staff provides coordination and data entry of course authorizations, and programs class schedules into the College’s administrative system (PeopleSoft); schedules internal events and meetings; documents room utilization; assists the Scheduling Service Team with the development, implementation, evaluation and communication of scheduling related processes, procedures and timelines.
As a team member of Scheduling Services, this person will provide innovative scheduling that contributes to the overall effective operation of the college’s scheduling processes in meeting its customer’s needs.
This position is classified as full-time (40 hrs/wk, 52 wks/yr) NESPA (Northcentral Educational Support Personnel Association) position. Typical schedule will be Monday-Friday 8:30 am – 5:30 pm with an hour unpaid lunch break. While these hours are typical, evening and weekend hours may be included; hours may be subject to change as workload and needs of our customers and work areas change.
Basic Functions and Responsibilities •Provide administrative support and guidance to the college (district-wide) for scheduling of facilities – classrooms and conference rooms – and distance education technologies (IVC rooms, videoconferencing systems, and computer conferencing systems) for both internal and external customers (NTC campuses, out-reach sites, in-district and out-of-district high schools) including the documentation of utilization for Facility and Technology Planning through queries and reports.
•Must be able to interpret and apply WTCS and NTC administrative rules and provide administrative support to ensure accurate documentation.
•Work with Divisions in the college to ensure accuracy of course information, including credits, credit hours, course cost.
•Prioritize numerous customer requests in pressure situations, researching answers using available resources, along with other work assignments.
•Provide coordination and exact data entry to the college’s administrative software (PeopleSoft) for program schedules, course authorizations, and other related data required in Scheduling Services. Maintain accurate records in regard to scheduling. Process and communicate all scheduling changes and revisions.
•Continuously seek new ways to stream line or improve processes while performing daily tasks.
•Monitor, validate, and identify errors in facility conflicts, wrong fees, incorrect class credits, etc. Resolve scheduling conflicts using creative problem solving skills.
•Manage multiple tasks from multiple sources in a fast-paced environment.
•Contribute to the cohesiveness of the Scheduling team including supporting other team members and working together on projects.
The duties and responsibilities listed are intended to describe the essential functions of persons assigned to this job. They are not intended as an exhaustive list of all job duties, responsibilities, and requirements.
Qualifications •Associate’s degree in Administrative Assistant, Office Technology, Business Administration, Accounting, or related program and two years of progressive administrative work experience; or an equivalent combination of post secondary education and progressive administrative assistant work experience.
•Work experience in facility scheduling or education preferred.
•Must demonstrate proficiency in using computer technologies, including Word and Excel, advanced skills in Excel preferred.
•Minimum typing proficiency is 45 words per minute with 90% accuracy.
•Candidates must possess working knowledge of using administrative software in a network environment.
•Demonstrated ability to establish and maintain effective working relationships and communication with internal and external customers.
•Must have the ability to establish and maintain a customer focus while working in a team environment.
•Demonstrated proficiency in oral, written and electronic communication skills.
•Demonstrated ability to maintain focus with extraordinary attention to details.
•Accurate data entry skills and strong organizational skills are required.
•This position must demonstrate the ability to assume responsibility without direct supervision, exercise initiative and judgment and make decisions within the scope of authority.
•Able to handle frequent distractions while maintaining accuracy in work.
•Flexibility and ability to work in an environment of ongoing change in procedures and offerings.