Administrative Assistant III, Division of Lifelong Learning

Yavapai College • Prescott, AZ

66d

About The Position

The Assistant III for Community Education and Experiential Learning in Prescott, Sedona, and the Verde Valley performs administrative support work of moderate difficulty for routine and special project work in a busy, often distracting environment. Excellent communication, real-time reprioritization, and independent project management skills must be exercised daily. The job requires the ability to work with multiple programs, including Community Education, College for Kids, Experiential Learning, and CampusCE fee-based usage by YC employees/programs. Provides administrative support for the Community Education Manager. Also, assists the Experiential Learning Manager (ELM) with programming tasks. Also responsible for customer service: registration, orientation, and training for Community Education, Experiential Learning Programs, College for Kids. Serves as purchasing liaison for Community Education and Experiential Learning Programs. Reconciles the monthly TDR reports for these two programs, issues check requests, and runs Banner data reports to confirm financial transactions. Creates and reconciles multiple Experiential Learning trips and activities continuously and finalizes these budget reports upon completion of trips/activities. Collects and prepares sensitive information for trips and C4K classes that require confidential student information and correspondence reports. Coordinates transportation, as needed, schedules facilities, and driver training. Update annual driving record and insurance report for all approved drivers. Creates requisitions and works directly with YC procurement buyers to purchase large dollar amount orders with companies, specifically our catalog printing services. Also, completes POs annually to close out those purchases. Assists with the implementation and review of scholarship applications and the awarding of money to students. Creates schedule in CampusCE and 25Live and establishes non-credit classes or events for Community Education and Experiential Learning programs. Supports needs for credit program events as needed and coordinates their registration. Walk credit students through programs and provide additional support or direction to other services. Assists instructors with advanced and new technologies to diversify class delivery. Set up Zoom and Weblive classes. (Could move into VR and AI assistance to instructors as the possibilities increase.) Provide additional training to instructors to help their classes run smoothly. Provides marketing support for Community Education and Experiential Learning classes and all division programs for better promotion, requiring the use of advanced Microsoft, Adobe, and other AI programs. Coordinates with the Marketing Department to promote classes and events. Other related duties as assigned.

Requirements

• Associate degree or equivalent experience.
• Two years of increasingly responsible office experience or equivalent combination of education/experience.
• Proficient in HTML and MS Office products including Word, Excel, PowerPoint, and Outlook.
• Ability to work with confidential/sensitive information.
• Attention to detail in all duties.
• Knowledge of department procedures.
• Aptitude to learn and master YC software applications.

Nice To Haves

• Bachelor's degree.
• Work experience in a community college/higher education work environment.
• Excellent computer skills including mail merge, Excel Power Query, JotForm, Mailchimp, and Adobe Suite.

Responsibilities

• Perform administrative support work for routine and special projects.
• Provide customer service for registration, orientation, and training.
• Serve as purchasing liaison for Community Education and Experiential Learning Programs.
• Reconcile monthly TDR reports and issue check requests.
• Create and reconcile budget reports for Experiential Learning trips and activities.
• Collect and prepare sensitive information for trips and classes.
• Coordinate transportation and schedule facilities.
• Create requisitions and work with procurement buyers for large orders.
• Assist with scholarship applications and awarding money to students.
• Create schedules in CampusCE and 25Live for non-credit classes.
• Support credit program events and coordinate registration.
• Assist instructors with technology for class delivery.
• Provide marketing support for classes and events.

Benefits

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Regular attendance is an essential job function.

What This Job Offers

• Industry: Educational Services
• Education Level: Associate degree