Administrative Assistant I - Continuing Education - PT

Administrative Assistant I - Continuing Education - PT

This position is open on an as-needed basis. Applications will remain in the open pool, and applicants will be contacted based on the department's needs at the time of submission. If accommodation or assistance is needed to complete an application, contact Human Resources at View phone number on click.appcast.io.

Position Title - Administrative Assistant I - Continuing Education - PT

Department - Continuing Education Staff

Location - Lincoln

Job Category - Support Staff

Job Type - Part-Time Regular

Posting Number - 02236

Position Summary Information

General Description of Position - Under the general direction and supervision of the Director, Continuing Education Services, the part-time Administrative Assistant I serves as the primary administrative support contact for Adult Education programs and services and provides administrative and customer service support for the Continuing Education Services division. This part-time regular position serves as a primary point of contact for students, instructors, staff, agency personnel, community partners, and the public regarding Adult Basic Education (ABE), General Educational Development (GED test prep), English as a Second Language (ESL), and other Continuing Education programs, courses, and services. Responsibilities include customer service, reception, records management, document processing, correspondence, mail distribution, database and file maintenance, registration support, and general office operations. The part-time regular position independently performs a variety of clerical and administrative duties in accordance with established policies and procedures. The primary assignment is Adult Education; however, the position may support other Continuing Education Services programs, locations, events, and customer service operations, including occasional front-desk coverage, as operational needs require.

Essential Functions - Perform Reception Duties Provide high-quality customer service by greeting and directing visitors, answering and routing telephone calls, responding to routine inquiries, relaying messages as appropriate, and maintaining a professional front desk presence. Provide information regarding Adult Education programs and services, including ABE, GED test prep, ESL, registrations, College services, procedures, resources, events, and other Continuing Education offerings. Support day-to-day Adult Education operations through data entry, report preparation, records maintenance, and related administrative assistance. Operate and Maintain Office Equipment Operate personal computers, multi-line telephone equipment with voicemail, calculators, and copy/scanner equipment in support of office and program operations. Provide routine assistance to staff, students, and customers with technology-related needs as appropriate. Report equipment malfunctions and coordinate repairs or service as needed. Maintain Office Supplies and Instructional Materials Inventory, order through the designated Continuing Education purchasing representative, receive, and distribute office supplies, instructional materials, and program resources. Maintain supply records, monitor inventory levels, and ensure adequate quantities of office and instructional materials are available. Assist with the preparation and distribution of materials and resources for classes, workshops, conferences, special events, and other program activities. Prepare and Maintain Division Records Prepare, process, and maintain division records, registration and personnel forms, student and instructor information, statistical records, inventory lists, program files, equipment repair records, computer problem reports, and other records unique to the division. Assist with maintaining division databases and enter, update, and verify student, instructor, and program information in appropriate systems. Maintain accurate filing, record retention, document scanning, indexing, and retrieval procedures in accordance with established requirements. Maintain Office Operations Maintain office organization, workflow, quality control, accuracy, and productivity for assigned duties and operations. Demonstrate resourcefulness, initiative, and creativity in performing assigned duties; provide administrative and operational support to Adult Education staff, instructors, and adjunct faculty as assigned. Contribute to a positive, professional, and collaborative work environment by supporting teamwork, coordinating meetings, workshops, trainings, events, and other division activities, and ensuring the efficient flow of work within Adult Education and Continuing Education Services. Process and Distribute Mail Process, prepare, sort, distribute, route, and deliver incoming and outgoing mail, documents, and materials in accordance with College procedures. Assist Students Assist students and community members with registrations, course and program information, appointments, forms, required documentation, and referrals to appropriate College personnel. Support students, instructors, and staff with administrative, organizational, and operational processes that promote student success and program effectiveness. Assist with orientations, assessments, workshops, conferences, testing activities, meetings, special events, and Adult Education activities at multiple College locations as operational needs require; provide occasional Continuing Education Services front-desk and reception coverage as needed. Communicate with Division and College Personnel Prepare, copy, file, distribute, scan, archive, and maintain correspondence, reports, forms, instructional materials, meeting materials, agendas, minutes, and other documents in electronic and paper formats. Coordinate and distribute information and communications to students, instructors, staff, vendors, community partners, and other stakeholders as needed. Communicate with supervisors, colleagues, faculty, staff, students, and community partners in a timely, factual, clear, and professional manner. Promote a Culture of Belonging Support and promote an environment of belonging where all students, faculty members, and college employees feel welcomed, valued, and empowered to contribute. Foster a community where each individual and their varied perspectives enrich the educational experience and create a safe and respectful environment. Support the College's policies and programming related to access, fair employment, and equal opportunities for all.

Marginal Functions - Assist staff and instructors with meetings, workshops, conferences, special events, orientations, outreach activities, and other operational logistics. Prepare bulk mailings and electronic communications; coordinate print requests and the duplication and distribution of materials. Assist with Continuing Education promotional, recruitment, community engagement, and campus relations activities, including open houses, tours, workshops, and community events. Provide basic assistance with office and instructional technology and audiovisual equipment as needed. Perform other College duties and responsibilities as assigned and support other divisions, programs, locations, and campuses as operational needs require. May be required to perform associated duties, functions, or assignments in other divisions/programs/areas as required. Perform other College functions and duties as assigned. 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 - Ability to work and communicate effectively with a diverse group of students, faculty, staff, community members, and the public using professional business communication, customer service, and interpersonal skills while maintaining a positive and professional demeanor. Ability to communicate effectively verbally, in writing, and through electronic communications. Ability to establish and maintain professional working relationships with students, instructors, staff, community partners, and visitors. Ability to organize work, manage multiple priorities, maintain attention to detail, and complete assignments accurately and efficiently. Knowledge of and experience with English grammar, business correspondence, proofreading, filing, records management, and record-retention practices, with the ability to perform these functions accurately and efficiently while meeting multiple demands and deadlines. Knowledge of policies, procedures, and practices within an educational environment and the ability to work effectively as a productive member of a team while following established College policies and procedures. Ability to perform basic mathematical computations, data management tasks, and routine accounting and office support functions. Knowledge of and experience with telephone systems, telephone etiquette, and customer service practices. Proficiency in the use of personal computers and Microsoft Office applications, including Outlook, Word, Excel, Teams, and related technologies, with the ability to perform word processing, spreadsheet, database, email, and presentation functions. Skill in the operation of common office equipment, including multi-line telephone systems, copiers, scanners, calculators, and related office technology. Ability to learn, utilize, and maintain information in College software applications, databases, and information systems. Ability to perform the physical demands associated with office operations, including retrieving files, transporting supplies and materials, and lifting or moving items weighing up to fifty (50) pounds for short distances, with or without reasonable accommodation. Ability to communicate effectively in writing, in person, and on the phone. Ability to use basic computer skills. 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.

Minimum Qualifications - High School graduate or GED. Two (2) years of administrative assistant/clerical experience, OR one (1) year of office experience plus one (1) year of related education, training, or experience.

Desired Qualifications - Associate's degree, certificate, or credential in Administrative Assistant, Office Professional, Business, or a related field. Experience in an educational setting. Experience with student information systems, registration systems, CRM systems, or similar administrative software. Experience supporting Adult Education, Continuing Education Services, workforce training, community education, conference services, or related programs.

Salary - $17.94 per hour

Benefits - Part-time regular employees are eligible to participate in the TIAA retirement plan through a Roth, SRA, or 457(B) account, with no match provided by the College. Additionally, part-time regular employees may enroll in supplemental benefits and the group vision plan through employee