Part-Time Secretary

Iowa Western Community College•Shenandoah, IA

5d•Onsite

About The Position

The Secretary provides administrative and clerical support to faculty, staff, and students at the Page Fremont County Center. This role ensures the smooth daily operation of the Center by managing communications, coordinating schedules, maintaining records, and assisting with student services. Responsibilities include greeting visitors, answering phones, preparing documents, processing forms, and supporting Center events. The Secretary serves as a key point of contact for the Center, demonstrating strong organizational skills, attention to detail, and a commitment to providing excellent customer service in an educational environment. This position may require two nights a week and occasional weekends.

Requirements

High School Diploma required
Proficient computer and keyboard skills required.
Candidates should demonstrate strong written and verbal communication abilities, effective time management, and a solid understanding of standard office practices, including basic bookkeeping.
Must be able to type at least 50 WPM.
Possess working knowledge of Zoom software and related equipment, as well as copiers, printers, and other office devices, and provide troubleshooting support as needed.
Ability to pass a background check
Have a valid U.S driver's license and good driving record.

Nice To Haves

one year of administrative assistant experience preferred
Occasional evening hours may be required.

Responsibilities

Serve as the first point of contact for students, staff, and visitors; provide information and direct inquiries.
Answer and route phone calls, emails, and other communications promptly and professionally.
Maintain office records, files, and databases, process forms, documents, and confidential information.
Assist Center Director with scheduling and preparation of materials.
Support student services functions, such as intake, directing students to resources, and processing routine requests.
Manage the efficient operation of the Page Fremont County Center office, including support for all programs (college credit, adult and continuing education, HiSET and others)
Collect data for reports and student records for Center programs in a systematic and timely manner.
Evaluate existing intra-office workflow and recommend any revisions that may be needed.
Assist in the preparation and maintenance of the semester schedule.
Update and print all class rosters for the Page Fremont County Center.
Assist with building maintenance by coordinating with Maintenance when supplies or services are needed for repairs.
Ensure that assigned work areas, facilities, and equipment are properly maintained and repaired.
Create and manage facility maintenance and repair work orders as required.
Assist with recruitment and marketing for both Continuing Education and credit courses by making outreach phone calls and proofreading flyers for mailings.
Assist in coordinating meetings and events by arranging room assignments, setting up audio/visual equipment, coordinating food service, parking, and preparing and distributing notifications.
Responsible for typing correspondence, reports, and educational materials.
Maintain cooperative and effective working relationships with staff across the Centers and main campus, providing and receiving training and work direction as needed.
Assist with Continuing Education (CE) registrations, and CE certificates.
Assist students with the onboarding process, including setting up their ROC account.
When needed, refer students to other departments of the college including Student Services, Financial Aid, Registrar’s office, etc.
Assist in proctoring HiSET exams, course make-up tests, online course exams, tests from outside institutions, and Iowa Pesticide Applicator Certification exams.
Ensure the testing center operates securely and efficiently, with all approved materials available to examinees.
Monitor testing sessions to prevent cheating, verify tester identities, and maintain a quiet, distraction-free environment.
Create and maintain a waitlist of students for upcoming HiSET sessions, including entering their information and setting up accounts in Elevate.
Process orientation fees and maintain secure student files, including test scores for HiSET testing.
Secure and safely store testing materials while maintaining student confidentiality.
Manage related instructions and testing software and enter test scores into the Etrieve and Elevate systems.
Prepare and submit quarterly reports to the Director verifying the number of testers at the Shelby County Center.
Responsible for opening, sorting, and distributing mail.
Monitor the use of laptops and coordinate with IT to resolve any technical issues that arise.
Perform receptionist duties, including greeting office visitors and handling incoming calls in a friendly and professional manner.
Direct calls and visitors to the appropriate college personnel or departments, and respond to questions or concerns from students, staff, and the public in a cooperative and helpful way.
Assist walk-in clients as needed, demonstrate strong interpersonal skills, the ability to convey technical information clearly, and patience in serving a diverse population.
Coordinate communications and collaborate on activities with other educational institutions, vendors, external organizations, and the public.
Responsible for proofreading marketing materials, reports, correspondence, flyers, and other documents to ensure accuracy and clarity.
Assist with participant registration and manage payment/cashier duties, including generating receipts, processing registrations, and preparing bank deposits.
Submit end-of-day financial information to the Cashier and provide support with book distribution as needed.
Perform a range of tasks using various computer systems and software applications.
Create, update, and maintain electronic calendars.
Assist with the annual fundraising event for student scholarships.
Responsible for performance of other duties as assigned by the Page Fremont County Center Director, Director of Community Education or Vice President of Business and Community Education.