Administrative Assistant I
About The Position
This position serves as the primary point of contact for participants, handling inquiries via phone, email, and in person. Responsibilities include registering participants, verifying prerequisites, ensuring accuracy of enrollment information, guiding participants through online course access, troubleshooting enrollment/account issues, and providing duplicate certificates or documentation. The role also manages acceptance letters, records, and payments for continuing education courses and postgraduate programs. Additionally, the position provides front desk coverage, maintains records in compliance with ADA CERP standards, processes payments, oversees test grading, certificate distribution, and CE credit reporting. The role involves coordinating on-site administration for weekend courses, acting as the on-site course coordinator, and liaising with instructors, staff, and participants to address logistical needs. Course evaluations and other required documentation will also be collected and organized.
Requirements
- High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.
Nice To Haves
- Strong customer service skills and ability to work effectively with participants
- Ability to interpret and apply office policies and procedures
- Strong attention to detail, organizational skills, and ability to prioritize tasks independently
- Excellent verbal and written communication skills
- Proficiency in Microsoft Office (Excel, Outlook, PowerPoint, Word)
Responsibilities
- Serve as the primary point of contact for participants by phone, email, and in person, providing timely and professional assistance.
- Register participants, verify prerequisites, and ensure enrollment information is accurate in the registration system.
- Guide participants through online course access, troubleshoot enrollment/account issues, and provide duplicate certificates or course documentation as needed.
- Manage acceptance letters, records, and payments for continuing education courses and postgraduate programs (fellowships, internships, preceptorships).
- Provide front desk coverage, ensuring professional and welcoming service to all visitors and callers.
- Maintain course and participant records in compliance with ADA CERP standards.
- Process participant payments and issue receipts in accordance with university procedures.
- Oversee test grading, certificate distribution, and CE credit reporting (AGD, CE Broker).
- Support general office operations by assisting with scheduling, correspondence, and recordkeeping.
- Coordinate participant check-in, paperwork collection, and customer service during weekend courses (average one weekend per month).
- Serve as on-site course coordinator, ensuring smooth course operations and participant support throughout the event.
- Liaise with instructors, staff, and participants to address logistical or administrative needs during courses.
- Collect and organize course evaluations and other required documentation.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
