Administrative Assistant I

Administrative Assistant I 
(Part-Time)

JOB CLASSIFICATION
Pay grade level: N/A
Compensation: $21.00 per hour
Employee category: Staff
Staff Position Type: Part-Time
Department: Adult and Continuing Education
Reports to: Director of Adult and Continuing Education
FLSA status: Non-Exempt
Job Code: TBD
Location: Primarily Main Campus or KCKCC Community Education, Health and Wellness Center- Downtown (KCK CEHWC), but any other college location as assigned by the appropriate administrator

SUMMARY
As the first point of contact for our department, the Administrative Assistant delivers exceptional customer service to prospective and current students, staff, and community members. This role handles front-line operations, including face-to-face assistance, course enrollment, program inquiries, and general administrative support.

POSITION DESCRIPTION

Front Desk & Customer Service

• Welcoming Environment: Greet visitors, students, and staff to foster a welcoming, supportive learning space.
• Front Line Support: Provide navigational, technical, and general assistance to visitors in person.
• Lobby & Desk Maintenance: Assist with general paperwork, filing, and keeping the front desk and lobby organized.

Communications & Inquiries

• Phone & Email: Answer, direct, and return calls or voicemail messages in a timely manner.
• Digital Correspondence: Monitor and respond to general email inquiries promptly.

Enrollment & Student Records

• Registration: Answer questions and enroll students in non-credit courses, as well as ABE/ESL/GED programs during peak enrollment periods.
• Course Updates: Notify students of cancelled classes; process drops and refunds as needed.
• Class Preparation: Assemble and maintain instructor and student class packets.

Administrative & Financial Operations

• Database & Reporting: Maintain the Lumens database regularly and generate required reports.
• Payment Processing: Safely collect and process payments during enrollment periods following strict security protocols.
• Inventory Control: Monitor, order, and restock office supplies.
• Other: Perform additional duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

Communication: Strong written and oral communication skills.

Technical Proficiency: Proficient in Microsoft Office (Word, Excel, Outlook) with the ability to learn and adapt to new software and division technology.

Multi-tasking & Detail: Detail-oriented with a proven ability to multitask in an active environment.

Collaboration & Privacy: Strong commitment to working with students and staff from varied backgrounds while maintaining strict confidentiality within Adult and Continuing Education.

MINIMUM QUALIFICATIONS

• High School diploma or GED equivalent.
• Two (2) years of customer service experience.

PREFERRED QUALIFICATIONS

• Bilingual fluency in English and Spanish (verbal and written).
• An associate degree or higher.
• Experience working in a professional office setting.
• Experience working with Student Management Systems.
• Experience working with diverse student populations.

WORKING CONDITIONS
The physical demands of this role include standing, talking, hearing, walking, sitting, bending, twisting, and sometimes lifting. The employee is responsible for safety, well-being, and maintaining work output.

WORK SCHEDULE
Part-time up to 29 hours per week.Must be able to work a variable schedule/hour to meet operational needs. May require evening and weekend hours.

To Apply

• Read the job announcement carefully, noting the initial screening date, minimum qualifications, and required information. Note that information contained in your application materials will be used to determine if you meet the minimum qualifications for the position. Make sure you complete/submit all required documents.
• If the position lists a required transcript (during the application process), unofficial transcripts may be submitted. However, please note that upon selection for hire, you will be required to submit official transcripts.
• Ensure that your transcripts show that a degree was awarded or conferred if you state that it is your highest level of education completed. If you certify your level of education and it cannot be verified from your transcript(s), your application may not be referred to the selection committee.
• Foreign degrees are acceptable provided they have been translated and/or shown to have equivalency to a United States: Associate, Bachelor, Master, or Doctorate level degree.
• Documentation verifying completion of a degree, coursework within a discipline, or other educational criteria should be electronically attached (uploaded) to your application.
• Three (3) professional references with phone numbers and email addresses are required.
• A college selection committee is responsible for application review and interviews. The final candidate(s) selected for hire will be chosen by the hiring manager.
• Successful completion of a background check on all people recommended for employment is required. Individual hiring departments may elect to administer pre-employment tests relevant to essential job functions as part of the applicant selection/hiring process.

***This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. This job description may be revised as additional duties and responsibilities are developed.