Administrative Assistant I - Adult Education - PT

Posting Details

Position Information

Position Title
Administrative Assistant I - Adult Education - PT

Department
Adult Education

Location
Lincoln

Job Category
Support Staff

Job Type
PT

Posting Number
01926

Position End Date

Position Summary Information

General Description of Position

Under the general direction and supervision of the Administrative Assistant II and Adult Education Director, the Administrative Assistant I is the first point of contact for the Adult Education program and is responsible for a variety of customer services and clerical duties related to Adult Education. The Administrative Assistant I interacts with students, staff, faculty, and agency staff who make inquiries regarding the Adult Education program. This is a part-time regular position.

Essential Functions

Perform Reception Duties

1. Provide high-quality, responsive customer service which includes, but is not limited to, answering, and directing phone calls, greeting and directing customers, answering customer questions, maintaining a positive and helpful presence at the front desk, and supporting day-to-day operations of the Adult Education program.
2. Perform Data Entry by entering incoming documents into the document tracking systems.
3. Prepare reports as requested.

Maintain Student Files

1. Maintain student files; ensure that information is complete.
2. Update files with new information.
3. Image Student Files:
   • Enter student files into the College network imaging system.
   • Organize student files and prepare them for imaging.
   • Use scanning equipment to image and index documents.
   • Verify the integrity of the information.
   • Retrieve documents from the imaging system for students and staff as needed.

Maintain Office Supplies and Instructional Materials

1. Inventory, order, receive, and distribute office supplies and instructional materials as needed.
2. Maintain Adult Education Office:
   • Maintain office organization, expediency, quality control, accuracy, and workflow for assigned duties. Demonstrate resourcefulness and creativity in performing assigned duties. Maintain teamwork to ensure continuous and efficient flow of work within the division.
   • Create and maintain a positive office atmosphere that fosters respect and collaboration.
3. Set-Up Student Access to Adult Education Approved Distance Learning Programs:
   • Enter students' names and demographic data and other set-up data into the program.
4. Set-Up and Maintain Shared Drive Attendance Documents:
   • Create and populate templates for tracking student attendance in a shared file.
5. Communicate with Program, Division, and College Personnel:
   • Prepare, copy, file, and distribute materials, electronically and in hard copy as needed, including form letters, memos, syllabi, curriculum materials, minutes, proposals, reports, etc.
   • Communicate with supervisor and staff in a timely, factual, clear, concise, and meaningful manner.
6. Process Program Mail:
   • Process and distribute program mail to the central mail room and return incoming mail to the division; sort and distribute mail as needed.
7. Provide Student Support:
   • Provide support for program students, staff, and faculty with required paperwork, technology needs, office tasks, and other organizational tasks as needed.
8. Assist with Orientations:
   • Assist with logistics of activities such as student orientations, assessments, workshops, and events.

Promote/Support Diversity, Inclusion, Equity, and Access

Work toward creating a welcoming, inclusive, equitable, and productive work and learning environment, where all students, faculty members, and college employees are valued and may contribute to their full potential, regardless of their differences. Make concerted efforts to implement accessible and inclusive practices and processes aimed at creating a diverse and equitable learning and work environment. Commit to fostering and maintaining a safe environment of respect and inclusion for students, employees, and members of the community, and promote and support the College's policies and programming related to access, fair employment, EEO, equity, inclusion, and diversity.

Marginal Functions

1. May be required to perform associated duties, functions, or assignments in other divisions/programs/areas as required.
2. Perform other College functions and duties as assigned.
3. Must be able to work varied days, hours, shifts, locations, and campuses as required. Work schedules (hours/days/work location) are scheduled by Southeast Community College based on the needs of the College. Work hours, shifts, days, and work locations may vary depending on the needs of Southeast Community College and are subject to modification. Emergency or scheduled special activities may require hours outside of the regular workweek.

Required Knowledge, Skills, and Abilities

1. Proficiency with English grammar and usage, professional communication, business letter production, proofreading, filing, and paper and digital record keeping systems as well as the skill and ability to perform the above functions consistently and accurately while meeting multiple demands in a timely fashion.
2. Demonstrate knowledge and experience in telephone use and etiquette.
3. Work and communicate effectively with a diverse group of students, staff, and the public using skills and abilities in business communications and etiquette.
4. Maintain a continuous, pleasant personality and congenial disposition in all situations.
5. Demonstrate knowledge of and experience in operating a personal computer with the Windows Operating system and the Microsoft Office Suite.
6. Computer proficiency that allows for the ability to learn new software and technology.
7. Knowledge or ability to gain and maintain knowledge of policies and procedures used in an educational institution, partner agencies, and grant-funded programs and the ability to work as a productive member of a Division team using the established practices, procedures, and policies of the College and other agencies.
8. Ability to perform basic math functions and ability to utilize basic accounting practices and office procedures including Excel spreadsheets.
9. Must be able to multi-task and complete jobs/tasks in a timely fashion.
10. Maintain professional and appropriate working relationships with colleagues, students, and visitors.
11. Ability to lift and carry up to (50) fifty pounds for short distances, and move tables, chairs, and media equipment.
12. The individual must possess the above skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

Schedule

Hours of work for this part-time position are scheduled by the College generally between 8:00 a.m. - 2:30 p.m., Monday through Thursday, and 8:00 a.m. - 1:00 p.m, Friday up to 29-hours per workweek. Scheduled special activities, emergencies, or temporary schedule changes may require hours outside of the regular workday or workweek. This is a part-time regular position.

Minimum Qualifications

1. High school graduate or equivalency.
2. Two (2) years of administrative assistant/clerical experience OR One (1) year of office experience plus one (1) year of related training.

Desired Qualifications

1. Credential from a post-secondary administrative assistant/office professional program.
2. Experience working in an educational institution.
3. Experience with Datatel or other student services software used within an educational system.

Salary

$16.70

Posting Detail Information
Please be advised that Southeast Community College will require a Criminal History Background Check prior to final offer.

Open Date
11/07/2024

Close Date
11/21/2024

Open Until Filled
No

Special Instructions to Applicants

If accommodation or assistance is needed to complete this application, contact Human Resources at .

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