Administrative Office Associate I - Barr Construction Institute/Trades, Transportation & Technology

Job Description

Job Description

SUMMARY STATEMENT:

The Administrative Office Associate I provides support to one or more areas of Workforce Solutions and Continuing Education (WSCE), including Allied Health, Business and Certification and Licensure, College for Kids, Personal Enrichment, and Trades, Transportation, and Technology, Barr Construction Institute.

ORGANIZATIONAL RELATIONSHIPS:

• The Administrative Office Associate I report directly to and is responsible to the Program Manager of the area and the Dean of Workforce Solutions and Continuing Education.
• This position coordinates closely with WSCE program managers and support staff, as well staff in other divisions, including Digital Services, IT, Enrollment Management and Registration, Public Relations and Marketing, Food Services, and academic departments.

ESSENTIAL DUTIES:

Provides program support including:

• Provides technical, operations, and specialized administrative assistance to programs areas, projects, and office duties as assigned. May include working with supporting software such as Camp Docs, Salesforce or other databases.
• Assists in answering questions from the public in a helpful, professional manner about related program areas.
• Assists with schedule production as directed by Program Manager to ensure all information is accurate; paying specific attention to the date, time, and location of courses.  
• Works with instructors, directors, and program managers to identify course completers in Datatel system.
• Performs a variety of assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards within a specific time frame for the preparation and coordination of area programming.
• Provides support and assistance is recruitment and onboarding of instructors.
• Provides administrative oversight for a variety of assigned open enrollment and contract training courses, including course outlines, book orders, daily schedule, attendance rosters, auditing files, and scheduling.
• Runs reports from various systems, including Datatel and Informer; manipulates and interprets data in Excel. 
• Submits required documentation to regulatory agencies.
• Provides support to program manager in the preparation for and facilitation of special events, contract training, courses, seminars and conferences.
• Provides general office support with ordering of supplies, processing purchase orders and check requests, and organizing and sorting mail.
• Other duties as assigned.

EDUCATION AND EXPERIENCE:

High School Diploma required, associate degree preferred.  Minimum of 2 years experience in an administrative office setting. 

SKILLS AND ABILITIES:

• Proven success as a flexible, positive, team player with the ability to work within a fast paced, multi-task project-oriented environment.
• Excellent data entry, record keeping, organizational methods, and writing skills; with an emphasis on accuracy and attention to detail.
• Ability to take the initiative with project and support assignments.
• Proven collaborative project completion in a previous work setting. 
• Proficiency in Windows environment including: Word, Excel, and Access.  
• Proficiency in turn key data systems
• Ability to establish excellent professional working relationships with staff, students, and customers.  
• Ability to maintain confidentiality. 
• Ability to listen actively and demonstrate an understanding of written instructions. 
• Ability to shift quickly between several tasks without loss of continuity.  
• Ability to establish and maintain effective working relationships. 
• Excellent customer service skills and the ability and desire to assist instructors and supervisors to achieve success. 
• Must be able to lift 50 lbs. regularly. 
• Driver’s license is required. 

WORKING ENVIRONMENT:

Team driven, office environment of professional character, competence and collaboration. Normal open office environment. Deadline driven in terms of data entry, problem solving, project analysis and completion.