Administrative Assistant, Workforce Training and Professional Development
Reporting Relationship: Accountable to the Learning Coordinator, Workforce Training & Professional Development (WTPD)
Normal College operating hours are 7:30 am – 5:30 pm and are subject to change to accommodate the needs of the College or students. Supervisor will set work hours and additional evening hours may apply to WTPD specific events as requested (i.e. adjunct nights and front desk coverage). Supervisor must preapprove overtime hours.
Duties & Responsibilities
1. Serve as administrative assistant to the WTPD department and provide professional front-line service to customers and visitors:
• First point of contact to effectively respond to customer needs.• Works with NTC’s budget system to compile budget reports, complete accurate and timely budget forms, and write and process budget transfers related to customer contracts. Enters purchase orders, coordinate travel arrangements, and prepare accurate and timely payment authorizations and reimbursements for faculty. Maintains accurate and timely internal division documentation records showing revenue and expenses for all contract work.• Monitors work-study duties under guidance from Supervisor, when applicable.2. Serve as administrative point of contact for coordination of professional development activities:• Prepares timely and accurate course approval forms, course authorizations, course change forms, course scheduling spreadsheets, and instructor pay sheets. • Prepares and manages mailing list to promote effective and efficient utilization of resources when promoting courses.• Prepares materials and signage, arranges for catering, hospitality and audiovisual needs for continuing education events including arranging for set-up, room reservation, and course handouts.• Works with speakers, instructors, and vendors, providing administrative support for events.• Coordinates the continuing course/event evaluation process and materials.• Maintains accurate course and student files and banking of hours as required by outside organizations and regulatory agencies. This includes instructional areas such as insurance, medical assistants, beverage servers, apprenticeship, etc.• Works with College technology to generates student, event, scheduling and finance documents and reports for continuing education and business and industry efforts (rosters, schedules, instructor tables, purchase orders, project budgets, and pay sheets).• Creates customized forms to manage registrations and collect participant information for events, seminars and conferences.• Executes rental requests through a series of scheduling, contract delivery and invoicing.• Utilizes various learning technologies including Zoom, Canvas and FormStack to provide instructors with basic assistance and set-up.• Maintains ongoing communication with adjunct/full-time faculty and partner college contacts regarding course logistics.• Initiates communication and responds to potential, current, and past students regarding learning needs, problems and concerns.3. Other duties as assigned.
This listing is not inclusive of all duties and responsibilities, which may be assigned, but are only listed as typical.Qualifications
• Two years’ post-secondary education appropriate to position or an additional three years’ appropriate experience may be considered as an equivalent for the two years’ post-secondary education.• Two years of related experience in a professional business office setting.• Ability to communicate professionally, verbal and written, in a fast-paced office setting.• Ability to apply college level math competencies with strong attention to detail.• Proficiency and functional use in computer technologies, including software applications such as Outlook, Word, Excel, and PowerPoint.Additional Preferred Qualifications:• Demonstrated experience as a member of a team in a front office position that requires excellent customer service experience, strong work ethic and a positive attitude.• Experience with effective multi-tasking demonstrated through solid time management skills and a high level of productivity.• PeopleSoft database experience.Physical Demands
6-8 hours: performing repetitive movements, sitting, working indoors
4-5 hours: none
1-3 hours: bending, grasping, pulling, pushing, reaching, standing, walking
Less than one hour: balancing, climbing, crawling, driving, kneeling, twisting, working at heights, working in temperature extremes, working outdoors
Lifting and Carrying:
Less than 10 pounds: 1-10 repetitions per hour
10-20 pounds: 1-10 repetitions per hour
20-50 pounds: Less than one repetition per hour
50-100 pounds: Less than one repetition per hour
More than 100 pounds with help: Less than one repetition per hour
Additionally Physical Requirements:
Vision: Adequate with aid to read instructions, labels, documents, computer screens, and differentiate between colors.
Hearing: Adequate with aid to understand oral requests, telephone conversation, and PA systems.
Required Employee Program Safety Training:
Emergency Procedures, Ergonomics (Office/Workplace), Slips, Trips, and Falls.