Intake/ Coordinator Assistant

Laredo College•Laredo, TX

3d•Onsite

About The Position

The intake/coordinator assistant is responsible for organizing and coordinating office operations and procedures to ensure the effectiveness and efficiency of the department. Must be able to follow standard office procedures and be responsible for: college work-study employees and/or clerks, performing all duties assigned by the Director, Dean, Associate Provost, or Provost/Vice-President of Academic Affairs, caring for and maintaining office equipment, and maintaining accurate and complete records. The intake/coordinator assistant will provide the department with clerical, secretarial, and receptionist duties and excellent customer service. The work is of a responsible nature, requiring initiative and independent judgment while performing various complex functions as required. The intake/coordinator assistant assists in maintaining a respectful, safe, and professional office environment. This individual is responsible for advising and intake of students and assists with student eligibility determination and assessment. This is a grant-funded position.

Requirements

High School graduate or equivalent.
Two years of work experience that require secretarial, clerical, and interpersonal skills.
Valid State Driver’s License.

Nice To Haves

Associate’s Degree.
One year of working with adult learners.

Responsibilities

Performs secretarial/receptionist duties such as typing, mailing, maintaining required records, answering the telephone and taking messages, scheduling appointments, greeting office visitors, and providing department/program information.
Performs the associated duties of a cost center clerk and maintains office supply inventory.
Prepares, submits, and maintains departmental requisitions, new hire documentation, instructor agreements/contracts, timesheets, faculty leaves, and travel forms, ensuring all forms are accurate, complete, and accompanied by the appropriate required documentation.
Maintains an effective and efficient file management system for the department office.
Keeps accurate property inventory records for the department and staff offices.
Submits work orders for building, computer, and equipment maintenance.
Attends departmental meetings, prepares the meeting agenda and minutes, and/or make event arrangements.
Attends divisional meetings, training, workshops, and other activities as assigned.
Assists the Coordinator in scheduling substitutes for absent instructors.
Supervises work-study employees, including interviewing and hiring, formulates work schedules, assigns duties, verifies work hours, completes performance evaluations, and provides training on in-office procedures, policies, and operation of office equipment.
Provide assistance and support to students, staff, and/or faculty when necessary.
Responsible for intake and assisting new and returning adult students.
Advises adult learners of schedule and college services and maintains waiting lists.
Collect student information and required eligibility verification forms.
Assists in student and class data collection, including records maintenance as required by TWC.
Responsible for the verification of monthly reports.
Assists coordinators with orientations, testing coordination, and instructor requests.
Prepares professional development materials and assists with the scheduling and registration.
Performs other related duties assigned by the Director, Dean, Associate Provost and Provost/Vice-President of Academic Affairs.