Administrative Assistant for Workforce Continuing Ed/Prisons

Mayland Community College•Spruce Pine, NC

About The Position

Under general supervision of the Dean of Continuing Education and Prison Programs Mitchell Campus. Is responsible for performing routine clerical duties, customer service activities, organizing, scheduling, budget tracking, purchasing, maintaining class files, preparing instructor contracts, monitoring time sheets for part-time instructors, registering students, collecting students' payment, auditing class files, preparing needed reports, inputting students and classes to Datatel Colleague, Etrieve, certification agencies, and other duties as needed. Clerical support is provided for the full-time and part-time continuing education, prison, criminal justice, and fire instructors and the Dean of the Mitchell campus. This includes but not limited to typing letters, memos, course documents, contracts, e-procurement orders, and maintenance of current continuing education and prison files, and other contract maintenance and tracking. Assists and provides faculty with current syllabi, handouts, forms, etc... as needed. Answer incoming calls, helping the public with class information and schedules. Distributes in-coming office mail, makes appointments, and greets students and visitors. Prepares purchase orders and requisitions and places e-procurement orders for prison instructors and continuing education programs. Monitors supplies and informs the Dean of any needs. Places orders as directed. Conducts a fiscal inventory of supplies annually. Assists with classroom monitoring and student evaluations for continuing education, prison, criminal justice, and fire programs. Maintains files including new class forms, employment contracts and time sheets, class fee sheets, fee waivers, registration forms, attendance rosters, and other official documents as directed by the Dean. Secures needed signatures for official documents from appropriate parties as required. Schedules class space as needed for all continuing education classes. Build classes, register students, and grade classes on Datatel Colleague as required by collecting information needed. Collects registration fees and deposits monies in a timely and accurate manner as directed by the Dean. Assists with audit of class files check list. Sends information to certification agencies such as NCCER, NC State Board of Examiners of Electrical Contractors, and NC Licensing Board for General Contractors. Scans class files and student registrations into Etrieve. Produces Accountability Credibility reports to reflect class visitation by the Dean, Student Evaluation Surveys conducted, and Instructor Evaluations. Produces FTE earn back reports for the Mitchell campus as scheduled by the supervisor, normally at the end of each semester. Collects and verifies that time sheets match contracts. Secure three signatures for time sheets. Assists the Dean in the preparation of the annual Prison Programs' operating budget. Maintains professional and technical knowledge through reading professional publications, attending workshops, conferences, and Zoom meetings as appropriate.

Requirements

Associates Degree
Two years of clerical related or records management office experience
Considerable knowledge of personal computers, including the Microsoft Office Suite, and internet and e-mail services
Considerable knowledge of modern office practices and clerical procedures
Excellent interpersonal, communication, and time management skills
Ability to deal tactfully and courteously with members of the Board of Trustees, college staff, students, and with the general public
Good public relations and communication skills
Considerable discretion in the handling of confidential information and sensitive materials
Ability to maintain effective working relationships with other employees

Nice To Haves

Bachelor Degree preferred
Clerical experience in the community college system is preferred

Responsibilities

Performing routine clerical duties
Customer service activities
Organizing and scheduling
Budget tracking
Purchasing
Maintaining class files
Preparing instructor contracts
Monitoring time sheets for part-time instructors
Registering students
Collecting students' payment
Auditing class files
Preparing needed reports
Inputting students and classes to Datatel Colleague, Etrieve, and certification agencies
Typing letters, memos, course documents, contracts, and e-procurement orders
Maintaining current continuing education and prison files
Assisting faculty with syllabi, handouts, and forms
Answering incoming calls and providing class information and schedules
Distributing incoming office mail
Making appointments
Greeting students and visitors
Preparing purchase orders and requisitions
Placing e-procurement orders
Monitoring supplies and informing the Dean of needs
Conducting a fiscal inventory of supplies annually
Assisting with classroom monitoring and student evaluations
Securing needed signatures for official documents
Scheduling class space
Building classes, registering students, and grading classes on Datatel Colleague
Collecting registration fees and depositing monies
Assisting with audit of class files checklist
Sending information to certification agencies
Scanning class files and student registrations into Etrieve
Producing Accountability Credibility reports
Producing FTE earn back reports
Collecting and verifying time sheets match contracts
Securing three signatures for time sheets
Assisting the Dean in the preparation of the annual Prison Programs' operating budget
Maintaining professional and technical knowledge