Administrative Assistant for Economic, Workforce and Continuing Ed

Iowa Central Community College•Fort Dodge, IA

About The Position

Provide administrative and operational support to the Economic Development and Continuing Education department. The position coordinates office operations, maintains records and databases, assists with program scheduling and registration, prepares reports and correspondence, and supports special projects and economic development initiatives. The role processes documentation for Iowa Training Programs and contract training, tracks training program accounts and financial transactions, documents revenue and expenditures, prepares reports, supports automated workflows, and helps prepare and monitor course budgets. It also assists with course materials and training logistics, maintains confidential records and purchasing documentation, supports employer outreach and business partnerships, manages the building schedule, documents departmental procedures, and communicates with businesses about training program status. The position requires professionalism, accuracy, strong organization and communication, effective customer service, and the ability to manage multiple tasks and deadlines. Occasional overtime on short notice may be required. Physical activities include extensive computer and form work, keyboarding, listening and speaking, sitting or standing, walking between buildings, routine office tasks, occasional lifting up to 30 pounds, and occasional travel by car to other centers or businesses.

Requirements

High school diploma or equivalent required.
Administrative support experience.
Knowledge of Microsoft Office applications.
Excellent writing and document preparation skills.
Strong organizational skills and ability to manage multiple tasks.
Ability to communicate effectively and handle situations professionally.
Proficiency with word processing and spreadsheet applications.
Knowledge of office procedures, telephone techniques, office equipment, English usage, spelling, grammar, punctuation, and arithmetic.
Ability to work efficiently and accurately despite frequent interruptions and manage deadlines in a demanding environment.
Strong interpersonal, communication, and collaboration skills.
Flexibility and availability to work overtime occasionally on short notice.
Ability to work respectfully and effectively with people from diverse backgrounds and different personalities.
High ethical standards and professionalism.
Ability to prioritize work to meet customer needs and provide positive, helpful customer service.
Ability to work as a team member and demonstrate accuracy and confidence with numbers.
With or without reasonable accommodation, ability to perform the physical activities described, including occasional lifting up to 30 pounds and occasional travel by car to other centers or businesses.

Nice To Haves

Associate degree preferred.

Responsibilities

Process forms and documentation related to Iowa Training Programs and contract training.
Reconcile and track data for training program accounts.
Maintain accurate records and databases related to program operations and financial transactions.
Document all revenue and expenditures.
Prepare and process reports to support decision making.
Develop systems to support automated workflows.
Collaborate with other departments to support effective program delivery.
Prepare and monitor budgets and track progress for each course.
Order materials needed for course and training delivery.
Maintain confidential records in accordance with institutional policies.
Assist with logistics for training programs held on campus and at other locations.
Maintain contracts, invoices, purchase orders, and budget records.
Support employer outreach initiatives and business partnership activities.
Manage the building schedule.
Document departmental procedures and processes.
Prepare communications to businesses regarding training program status.
Perform other duties as assigned.