Administrative Assistant - Workforce Development Programs

Cecil College
Elkton, MD
Oct 09, 2021
Oct 20, 2021
Full Time
About Us:Founded in 1968 to meet the post-secondary and continuing education needs of Cecil County residents, Cecil College has been serving the community and shaping its future for more than 50 years. The College is governed by a Board of Trustees appointed by the governor. The College's fifth president, Dr. Mary Way Bolt, reports directly to the Board of Trustees.Cecil College is centrally located in Maryland's most northeastern county, just one half mile from Interstate 95. It is easily accessible from Philadelphia and Baltimore, as well as from Wilmington, Delaware.With a diverse student population, Cecil College enrolls approximately 2,500 credit students and 3,400 non-credit students. Cecil offers associate degrees, certificate programs and non-credit classes. Cecil offers a variety of associate degree and certificate programs.Through its open admissions policy, Cecil College provides learning opportunities for all who have the desire and ability to benefit from its courses and programs, regardless of age, gender, ethnic origin, sexual orientation, disability, or socioeconomic status.GENERAL RESPONSIBILITIESProvide administrative and programmatic support to Workforce Development and Truck Driver Training programs. This position is responsible for coordinating program-specific operations, implementing processes, preparing reports, providing instructor and student follow-up, and serving as the first point of contact with students. Assist in special events.Due to interaction with students, employees, and the college community, this position requires an in-person presence. This position is eligible for telework at 4 days a week onsite and potential for 1 day a week remote work. This is based on the needs of the department as determined by the supervisor and/or designee.SPECIFIC DUTIES1. Provide staff and office support for staff and programming.2. Responsible for organizing, assembling, and preparing course materials for students and instructors.3. Assist in maintaining grade and attendance sheets.4. Maintain all course files and materials.5. Prepare instructor contracts and maintain corresponding spreadsheets.6. Assist in updating course syllabus for upcoming classes.7. Respond to departmental inquiries via email, phone, or in-person.8. Compile course evaluation responses and share them with the program coordinator and instructor.9. Order, receive and distribute office, program supplies, and materials.10. Notify registered students and customized training clients of changes in class schedules orcancellations. Assist in re-scheduling with faculty and conjunction with the scheduling system.11. Assist in the planning and execution of special events, including but not limited to Leadercast,Open Houses, and job fairs.12. Process ESCAPE sheets.13. Set up PO's and maintain documentation of spending.14. Prepare invoice request forms and purchase requisitions"A cents € process credit card statements.15. Maintain vendor list.16. Schedule rooms for classes and events. Assist in coordinating rooms, equipment/supplies, IT, andcatering for classes.17. Support the department's marketing efforts. Maintain internal social media sites.18. Create student packets.19. Filing. (including TDT)20. Maintain a spreadsheet of scheduled courses.21. Prepare and coordinate with appropriate personnel courses for course entry, including room scheduling and development of CC10's for state approval of new courses.22. Create and maintain individual files and program database files to document student requiredforms/releases, job progress, and placement per funding agency regulations. (including TDT)23. Coordinate student completion certificates, program evaluations, and graduate employment information. (including TDT)24. Assist with acquiring data for reports as required by the grantor. Such as, but not limited to employment status for completers.25. Prepare internal/external reports as needed.26. Maintain a file of industry memorandums of understandings (MOUs) related to education/training.27. Work with Human Resources to process new employees.28. Serves as back-up to functional areas within Career and Community Education as directed by supervisor and designee.29. Complete other duties as assignedREQUIREMENTEducation: Associate degree requiredExperience: Three (3) years of administrative assistant experience. Experience in higher education or business training is a plus. Community college experience preferred. Must have excellent written, oral, and interpersonal communication skills. High level of computer proficiency, including word processing, databases, and spreadsheeting with softwareknowledge in Excel, Word, and PowerPoint.Skills/Training: Proficiency in Microsoft and Excel. Some knowledge of PowerPoint and experience with Outlook preferred. Understanding of internet market research required.Contact:Regular contact with community members, students, state/local government officials, and high-level representatives of other organizations. Extensive in-person contact with faculty, staff, and visitors. The highest level of professionalism in all contacts is essential.Complexity:Independent judgment and personal initiative are required to handle the multiple responsibilities and varied duties. Ability to analyze information, develop solutions, make recommendations, and implement. Position requires careful attention to detail, numerical aptitude, and the ability to read people. Ability to think on one's feet with quick and accurate responses frequently needed in high-pressure situations.Accountability:Highly accountable for the accurate preparation and reporting of information and data. Must be able to handle sensitive information, keeping it in the strictest of confidence.Working Conditions:A private office that must be open and accessible to College staff, faculty, and visitors. Nature of responsibilities dictates work to be subject to interruptions and numerous distractions. Office hours may vary depending on the assignment to be completed.Other: Demonstrated abilities to coordinate multiple schedules, assess priorities, and meet deadlines; must possess excellent communication, interpersonal, and teamwork skills. Must be flexible and demonstrate initiative.For best consideration, please apply by October 11. 2021.We are committed to ensuring equal opportunity and non-discrimination in all hiring and employment practices. Cecil College will not discriminate against any individual by reason of race, color, national origin, ancestry, age, religion, disability, sex, sexual orientation, gender identity and expression, genetic status, genetic information, veteran status or any other status protected by federal, state or local law.