Academic Administrative Assistant-AAI

Job Description

Job Description

Job Summary

The Academic Administrative Assistant is responsible for oversight of the administrative duties within the academic department and ensuring academic integrity within the guidelines of institutional, accreditation, state, and federal policy and regulation. The Academic Administrative Assistant works under the direct supervision of the Director of Education (DOE) and works with the academic team, student files, other academic support staff, and provides guidance to students. 

Key Responsibilities

1. Student Services 

• Administer/coordinate all testing functions on campus. This includes, but is not limited to, SmarterMeasures, Wonderlic, placement exams, certification tests, test-outs, and individual class make-up exams.

• Help coordinate and participate in each term's graduation ceremony.

• Coordinate and participate in each term’s Graduation Preparation & Orientation Programs.

• Be accessible to students on a regular basis to answer questions and/or concerns.

• Provide student academic advising as needed in conjunction with Program Directors and Director of Education. Ensure that all probationary students are advised at least once each term. Assist students in developing problem-solving and decision-making abilities. Provide referrals to outside resources when counseling needs go beyond the scope of the school.

• Provide instructors and/or peers for tutoring when required.

• Assist with the Retention Program. Plan, implement, and direct an effective student retention program in conjunction with the DOE. Monitor instructors’ telephone calls to students absent from class. Review Contact forms, mail Excessive Absence Notices, and monitor Weekly Retention Report. 

• Interview to resolve student disciplinary problems. Complete and maintain necessary documentation. When required, refer dispute resolution to the Director of Education and/or Campus Director.

• Monitor the Student Suggestion Box. Provide a timely response to any student concerns.

1. Assist with the Creation/Maintenance of Schedules of Classes -

• Assist with registration of students as necessary. 

• Assist in ensuring all continuing students receive class schedules for the next term prior to the final week of the current term.

• Work with the admissions team to ensure new students have a first-term course schedule, complete with class meeting days/times.

1. Academic Administration/Record Keeping - 

• Monitor daily attendance.

• Assist in auditing student records to ensure documentation in files is complete and uploaded into ImageNow as necessary.

• Ensure all instructors post grade records.

• Evaluate Proof of Education for students in accordance with the POE Policy.

• Evaluate Transfer Credit on incoming students.

1. Management/Oversight/Professional Development/Training - 

• Maintain regular office hours each week and help ensure consistency between day and evening policies, procedures, and instruction.

• Participate in professional development and in-service activities.

• Adhere to the Employee Handbook, Faculty Handbook, Catalog, and other school policy and procedures and any amendments thereto.

• Perform other duties and responsibilities as assigned by the Director of Education and/or Executive Director

Experience and Education Required

• High school diploma or equivalent from an academic institution accredited by an accrediting agency that is recognized by the U.S. Department of Education

• Proficient in Microsoft Office and Google Workspace

• Ability to multitask, possess a high level of communication skills, and be detail-oriented

• 2 years of experience as an Administrative Assistant

Experience and Education Preferred

• Associate’s degree from an academic institution accredited by a regional or national accrediting agency that is recognized by the U.S. Department of Education

• Experience in purchasing/inventory

• 4-5 years of experience as an Administrative Assistant

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Prolonged periods sitting at a desk and working on a computer.

Work Environment

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is usually not exposed to weather conditions. The noise level in the work environment is usually moderate. 

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