Part-Time Administrative Assistant II - School of ITCE

Community College of Beaver County•Monaca, PA

11d•Onsite

About The Position

The Part-Time Administrative Assistant II will be under the direct supervision of the Dean. This position is part-time, requiring 18-20 hours per week, with a work schedule to be determined upon hire. The role involves performing general clerical duties, typing correspondence, assisting faculty and students, and contributing to the objectives of the School of Industrial Technology and Continuing Education (ITCE). The addendum to the job description further details responsibilities including organizing office operations, serving as a customer service contact, managing class information and student registration, tracking enrollment, preparing certificates, processing transcript requests, utilizing technology for registration, ensuring students are in appropriate programs, working with college offices for student success, distributing and collecting rosters, managing lab fee reimbursements, preparing and maintaining faculty and company contracts, compiling information for grants and audits, assisting with WEDnetPA functions, collaborating with external agencies, processing purchase requisitions, and assisting with event planning.

Requirements

High school diploma or GED equivalent required.
Demonstrated computer skills including Microsoft Office applications
General knowledge of basic clerical skills
Possess excellent communication and organizational skills
Successful applicant will be required to obtain comprehensive criminal and child abuse background as outlined in ACT 153 of 2014 prior to commencement of employment. These clearances include: Criminal history record information from the Pennsylvania State Police, Child Abuse History Clearance from the Department of Human Services (Child Abuse); and Fingerprint based federal criminal history submitted through the Federal Bureau of Investigations (FBI)
Mandated Reporter Training

Nice To Haves

Experience with Course Master
Experience with ISAAC software program
Experience with WEDnetPA functions
Experience with CWDS website
Experience with EMS programs

Responsibilities

Perform general clerical duties including but not limited to data entry, filing and copying
Type correspondence, reports, and other documents
Assist in various tasks in support of faculty and students
Assist in various tasks/projects toward completion of School of Industrial Technology and Continuing Education objectives.
Organize and manage day-to-day activities of the office to ensure efficient and effective office operations and communications
Serve as front-line customer service contact by managing and distributing incoming leads and by providing detailed explanations of all products and services; and responds to requests for information from administrators, instructors, staff, students, community, and companies
Enter and update all class information in the Course Master after assigning course codes and account numbers for all classes and registers students for contract training, online, and certificate classes.
Schedule classrooms and notifies students and campus of schedule changes and updates
Track enrollment and troubleshoots registration issues; contributes to registration process improvement, monitors online enrollments and collection of tuition; verifies hours for state/federal funded students to document on CWDS website; and enter grades, prepare certificates, and process transcript requests
Provide students with information related to statewide grant programs
Utilize technology to set up students for non-credit registration through the portlet, configures settings for registration, and troubleshoot/assist students with online registration issues
Ensure students are enrolled in the appropriate credit or non-credit programs
Work closely with college offices to ensure student success and retention of grant participants
Distribute and collect rosters, attendance sheets, and instructor evaluations, and manage lab fee reimbursements for instructors and staff
Prepare and maintain records of faculty and company contracts and updates for the payroll process
Record, prepare, and/or maintain administrative files, records, meeting minutes, department reports, letters, memos, and other documents as required
Compile information for departmental grants, budgets, yearly audits, and work directly with supervisor
Assist with gathering and organizing extensive documentation, reports, and evidence required to demonstrate compliance to grant objectives or program standards
Assist with collecting grant identified student data. Compile data in the appropriate format as stipulated by data standards, and collaborate with team members by providing necessary reporting data compiled from grant eligible students to Community College of Beaver County to meet reporting requirements stipulated in various grants
Provide evidence of compliance through the preparation of minutes for EMS programs for accreditation
Research and reviews records with considerable data compilation, verification, and entry within established standards and procedures
Assist with WEDnetPA functions: Reviewing invoices for compliance, Maintaining employer training records with ISAAC software program, Initiating client reimbursement process, and Compiling information for WEDnetPA audits
Collaborate with external agencies, including but not limited to CareerLink
Prepare, process, and track purchase requisitions and AP memorandums for all School of Industrial Technology and Continuing Education courses, programs, and events; contacts suppliers for price comparison data and verifies costs; and track orders and deliveries
Maintain accuracy of student accounts for managing balance due report for the disbursement of student weekly refunds.
Assist in various tasks/projects toward completion of School of Business, Arts, Sciences and Technology objectives
Prepare billing and monitors collection for all customized training
Assist with event planning and coordinating event activities
Perform other duties as assigned.