Administrative Assistant for Workforce Continuing Ed/Prisons

Under general supervision of the Dean of Continuing Education and Prison Programs Mitchell Campus. Is responsible for performing routine clerical duties, customer service activities, organizing, scheduling, budget tracking, purchasing, maintaining class files, preparing instructor contracts, monitoring time sheets for part-time instructors, registering students, collecting students' payment, auditing class files, preparing needed reports, inputting students and classes to Datatel Colleague, Etrieve, certification agencies, and other duties as needed.

• Clerical support is provided for the full-time and part-time continuing education, prison, criminal justice, and fire instructors and the Dean of the Mitchell campus. This includes but not limited to typing letters, memos, course documents, contracts, e-procurement orders, and maintenance of current continuing education and prison files, and other contract maintenance and tracking.
• Assists and provides faculty with current syllabi, handouts, forms, etc... as needed.
• Answer incoming calls, helping the public with class information and schedules.
• Distributes in-coming office mail, makes appointments, and greets students and visitors.
• Prepares purchase orders and requisitions and places e-procurement orders for prison instructors and continuing education programs.
• Monitors supplies and informs the Dean of any needs. Places orders as directed.
• Conducts a fiscal inventory of supplies annually.
• Assists with classroom monitoring and student evaluations for continuing education, prison, criminal justice, and fire programs.
• Maintains files including new class forms, employment contracts and time sheets, class fee sheets, fee waivers, registration forms, attendance rosters, and other official documents as directed by the Dean.

Secures needed signatures for official documents from appropriate parties as required.

• Schedules class space as needed for all continuing education classes.
• Build classes, register students, and grade classes on Datatel Colleague as required by collecting information needed. Collects registration fees and deposits monies in a timely and accurate manner as directed by the Dean.
• Assists with audit of class files check list.
• Sends information to certification agencies such as NCCER, NC State Board of Examiners of Electrical Contractors, and NC Licensing Board for General Contractors.
• Scans class files and student registrations into Etrieve.
• Produces Accountability Credibility reports to reflect class visitation by the Dean, Student Evaluation Surveys conducted, and Instructor Evaluations.
• Produces FTE earn back reports for the Mitchell campus as scheduled by the supervisor, normally at the end of each semester.
• Collects and verifies that time sheets match contracts. Secure three signatures for time sheets.
• Assists the Dean in the preparation of the annual Prison Programs' operating budget.
• Maintains professional and technical knowledge through reading professional publications, attending workshops, conferences, and Zoom meetings as appropriate.

Education: Associates Degree; Bachelor Degree preferred

Experience: Two years of clerical related or records management office experience; clerical experience in the community college system is preferred.

Knowledge, Skills, and Abilities

Considerable knowledge of personal computers, including the Microsoft Office Suite, and internet and e-mail services

• Considerable knowledge of modern office practices and clerical procedures
• Excellent interpersonal, communication, and time management skills
• Ability to deal tactfully and courteously with members of the Board of Trustees, college staff, students, and with the general public.
• Good public relations and communication skills
• Considerable discretion in the handling of confidential information and sensitive materials.
• Ability to maintain effective working relationships with other employees.