Administrative Assistant I – Business & STEM and Industrial Tech

Kilgore College • Kilgore, TX

4d • Onsite

About The Position

This position provides administrative, clerical, and operational support, as well as assistance with special projects, for Workforce Development operations in the Business & STEM and Industrial Technologies Divisions. The role supports Continuing Education applicants with registration and provides information and customer service to students, instructors, employers, and the public. It also coordinates communications, appointments, meetings, events, and training activities; maintains records and documentation; assists with program purchases and travel; and manages student and program records in the J1 student information system. The position requires strong communication skills and adaptability as procedures, software systems, and responsibilities change.

The position is based in an office environment and follows a stated schedule of Monday through Thursday, 8:00 a.m. to 5:00 p.m., and Friday, 8:00 a.m. to 3:45 p.m. The position holder works a maximum of 40 hours per week. Compensation for this 12-month position is $31,378 annually. Kilgore College states that full-time positions are located in Kilgore, Texas, and require employees to be physically present at the Kilgore or Longview campus; fully work-from-home positions are not available.

Requirements

• Minimum of 2 to 3 years of related work experience; education-setting experience is preferred.
• Proficiency in MS Word, Outlook, Excel, and similar software programs.
• Excellent written and verbal communication skills.
• Ability to work in a typical office environment and interact courteously and professionally with a diverse group of faculty, staff, and students.
• Associate’s degree in office professional studies or a related field is preferred; extensive related work experience may be considered in lieu of formal education.

Nice To Haves

• Related work experience in an education setting.

Responsibilities

• Assist with office organization and daily operational support.
• Assist Continuing Education student applicants with registration procedures.
• Provide customer service and information to students, instructors, employers, and the public.
• Respond to public information requests by phone, email, and in person.
• Answer, screen, and direct incoming phone calls and visitors.
• Develop, organize, and maintain electronic and physical reports and records.
• Coordinate office communications and correspondence, appointments, meetings, and training activities.
• Order and maintain office supplies and training materials.
• Prepare and submit requisitions, purchase requests, invoices, charges, enrollment documentation, and related records associated with program expenditures and purchases.
• Assist training programs.
• Assist with travel arrangements, including conference registrations, hotel accommodations, transportation, and related documentation.
• Assist with planning and coordination of meetings, graduations, workshops, conferences, and industry events.
• Prepare materials and packets for meetings, trainings, presentations, and special events.
• Manage the J1 student information system by enrolling students, maintaining student and program records, and generating rosters, reports, certificates, and registration-related documentation.
• Adapt to changes in office procedures, software systems, and job responsibilities.
• Perform other duties and special projects assigned by the supervisor.
• Provide resources for safe operation of units and create and support workplace safety.

Benefits

• Worker’s compensation insurance and a limited retirement plan are provided.
• Health, life, and income protection insurance are provided.
• Retirement program through the Teacher Retirement System.
• Full-time employees have free use of the college’s recreational and fitness facilities.
• Full-time employees are eligible for Public Student Loan Forgiveness after 10 years of service.
• Tuition scholarships are available for the employee and dependents.
• The posting advertises a 36-hour work week and generous paid leave time.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree