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Administrative Assistant, Continuing Education

Employer
Johnson County Community College
Location
Kansas, United States
Salary
Salary Not specified
Posted Date
Aug 12, 2022

View more

Position Type
Faculty Positions, Business & Management, Other Business & Management
Employment Level
Administrative
Employment Type
Full Time
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Johnson County Community College
Position, Department: Administrative Assistant, Continuing Education, Continuing Education & Workforce Development

Type of Position: Full-time Hourly, Non-Exempt

Work Schedule, Hours per week: Monday-Friday 8am-5pm, 40 hours per week

Pay Grade/Pay Range: $18.15-$22.69 per hour *Actual pay depends on qualifications

Benefits Category: Full-time Benefits

Position Summary: The Administrative Assistant provides the Branch support, manages processes and ensures smooth running of the office. Professionally communicates with all levels of staff, students, clients and vendors. The position is customer-service focused while executing tasks, processing and accurately tracking information using documents, spreadsheets, databases and technology resources available. Works on a cross-functional team that supports all aspects of Branch activities.

Required Qualifications:

Associate's Degree or two years of postsecondary education
Two years of related work experience
Computer proficiency in MS Word, Excel, Outlook and database management
Strong organizational skills; ability to work on numerous projects simultaneously; flexibility
Commitment to accuracy; attention to detail
Comfortable exploring and learning new technology and college processes quickly
Exercise good judgment and initiative

Preferred Qualifications:

To be considered for this position we will require an application, resume, and cover letter.



Position Details - Job duties include but are not limited to:

SUPPORT THE PLANNING, COORDINATION AND EXECUTION OF OPEN ENROLLMENT CLASSES AND CONTRACT TRAINING - Assist with pre-course creating to submit for course building. Proofing all information entered into course databases (Marketplace and Banner). Prepare various types of contracts and forms in various software systems. Track student enrollments and forms. Order, prepare and inventory course materials.

a. Prepare and proof course schedules in a timely manner.

b. Track student and course information in appropriate areas.

c. Communicate any material requirements with students.

d. Confirm course grading is completed and accurate.

e. Notify instructors of course schedule for term.

f. Complete supplemental contracts for instructors.

g. Prepare course surveys.

h. Client billing and follow-up in a timely manner.

i. Monitor and ensure correct textbooks are available for courses.

j. Executes scanning and indexing of paperwork.

PROVIDE ADMINISTRATIVE SUPPORT TO STAFF AND INSTRUCTORS - Supports instructors and/or other staff members in scheduling of rooms, supplies and printing needs, and gathering all information required for classes. Performance is acceptable when instructor:

a. has all materials necessary for all courses.

b. Effectively prioritizes and handles multiple projects independently.

c. Works with campus services and/or catering to guarantee correct set-up and items are provided for seminars, meetings and other events.

d. Provides leadership to part-time administrative staff and/or work study students by training, answering questions, and providing day-to-day work direction.

PROCESS COMMUNICATION AND INFORMATION FLOW IN TO AND OUTOF THE PROGRAM/DEPARTMENT - Prepare various types of correspondence. Organize data and information through databases, spreadsheets and various other documents. Serve as central point of contact through phone calls, students/clients, emails, etc. Maintain confidentiality of sensitive or privileged information. Performance is acceptable when:

a. Data is easily found for students and courses.

b. Knowledgeable about all aspects program/department.

c. Prepare various types of correspondence, graphics, and other written communications by composing text, typing, proofing and finalizing the documents, many of which are proprietary in nature.

d. Organize important data and information for the program/department by creating databases and filing systems, maintaining records, and developing and producing reports.

e. Maintain confidentiality of sensitive and/or privileged information by assuring security and appropriateness of both verbal and written communications.

f. Participate in staff development opportunities to maintain expertise sufficient to support program operations.

PROVIDE CUSTOMER SERVICE - Assists students/clients with questions and resolving problems. Provides course-specific information. Handles unique enrollment situations such as entry to closed classes, waivers or pre-requisites. Performance is acceptable when the instructor:

a. Assists students by responding effectively to questions and problems.

b. Provides course-specific information.

c. Handles unique enrollment situations.

d. Understands roles of all staff/programs to appropriately direct customers to appropriate area.

e. Serves as a point of contact by effectively handling phone calls, directing visitors, relaying messages and facilitating communications both inside and outside of the Branch.

*Duties and responsibilities, as required by business necessity, may be added, deleted or changed at any time at the discretion of management, formally or informally, either verbally or in writing. Scheduling, shift assignments and work location may be changed at any time, as required by business necessity.



Diversity Statement: Here at Johnson County Community College, we seek to inspire positive change for our students, faculty, and staff through promoting growth and development of all individuals. We aim to create a sense of belonging, accepting all values, life experiences, and perspectives on our campus. We are seeking individuals who will bring their true, authentic selves to JCCC so we can broaden perspectives with innovative ideas, interests, and passions, while fostering and promoting our diversity commitments to our community. We believe that engaging all of our unique employees is the key to students' success. You belong here.

About JCCC: Established in 1969, Johnson County Community College is dedicated to transforming lives and strengthening communities through learning. Located in Overland Park, Kansas, JCCC has enjoyed a national reputation for educational excellence and student success for more than 50 years. That's five decades dedicated to smaller class sizes, more resources and a thriving campus culture - not to mention our competitive tuition rates and extracurricular experiences that transcend the norm.

Equal Employment Opportunity: Johnson County Community College (JCCC) is an Equal Employment Opportunity Employer. JCCC provides equal employment opportunities to all qualified applicants without regard to race, sex, sexual orientation, gender identity, national origin, color, age, religion, protected veteran or disability status, or genetic information.

Disclosure: If you need any assistance throughout the search process, please reach out to the HR Generalist for this position. In accordance with the college policy, finalists for this position will be subject to criminal background investigations. Individual hiring departments at JCCC may elect to administer pre-employment tests, which are relevant to essential job functions as part of the applicant selection/hiring process. Many departments require those selected for hire to submit a certified transcript for all degrees obtained. For full consideration, applicants are encouraged to apply prior to the review date listed in posting.

If you are an applicant requesting assistance or a reasonable accommodation in the application process, please contact the Office of Human Resources at 913-469-3877, or email JobsAtJCCC@jccc.edu.



To apply, please visit: https://careers.jccc.edu/en-us/job/494953/administrative-assistant-continuing-education



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