Administrative Assistant, Continuing Education & Workforce Solutions

Job Summary:

Provides administrative assistant functions and support for the division’s coordinators, Business Liaisons, Vice President and the Operations Director. Under general supervision/procedural control, this position provides full-service administrative, data and process management for the leadership the divisions Directors. This position will be responsible for carrying out operational functions for the courses offered through the Continuing Education and Workforce Solutions Department with full access to and use of sensitive documents, data, and files to carry out the daily activities and overarching mission of the College. This person will conduct division business by building courses, registering students, and collaborating with other divisions to ensure academic and student success. This position must accurately enter and retrieve appropriate information to/from institutional databases, prepare computer generated correspondence, complete program/course logistics, including but not limited to preparing and distributing contracts or agreements, complete invoices, evaluations, purchase orders, reimbursements, and other office duties. This position will be the central person who will manage the website changes, work with the marketing department to develop materials, and social media outreach. Responsibilities also include business office functions consisting of reconciliation of all financial transactions, deposits and providing balance spreadsheets to the business office.

Vision:
Indian Hills Community College will transform the future through education and empowerment.

Mission:
Indian Hills Community College changes lives by inspiring learning, diversity, social enrichment, and regional economic advancement.

Core Values:
Indian Hills Community College is committed to excellence, success, service, integrity, community, innovation, diversity, and inclusion.

Minimum Job Requirements:

• 
  High school graduate or equivalent with administrative assistant or relevant work experience required. Associate's degree preferred.
  
• Three years full time related work experience in office management, bookkeeping, or as an executive administrative assistant preferred.
  
• Strong customer service skills and relate in a professional and service-oriented manner with people, ability to follow detailed oral and written instructions.
  
• Excellent word processing, spreadsheet, and database skills ability to prepare materials, develop and perform data entry with attention to detail.Microsoft Office Specialist certifications preferred.
  
• Prefers working collaboratively to establish efficient and effective protocols to enhance the effectiveness of the organization.
  
• Ability to manage multiple projects with accuracy, timeliness and confidential treatment of business and student information are required.
  
• Ability to work independently and with interruption, must be able to manage multiple projects simultaneously while maintaining excellent attention to detail.
  
• Accuracy, timeliness and confidential treatment of business and student information required.

Work Performed:

• Manage the day to day business operations for the Business Solutions division and handle college and student matters with confidentiality and tact.
  
• Responsible to disseminate information, answer diverse and detailed questions from prospective clients/customer, greet current and prospective students and community members, schedule and arrange meetings, generate minutes, manage and develop divisional efficient processes related to effectively meeting the division functions.
  
• Main point of contact to greet community/students, answer questions in person, on the phone, from e-mail, text, or written correspondence; resolve problems and address concerns and issues from students, faculty, staff, collegiate departments, and other third parties.
  
• Strong customer service when working with student, business and community members.
  
• Coordinate the registration and grading process for assigned courses and certificate programs; create certificates and official transcripts for students; manage course cancelations; complete tasks in a timely and accurate manner.
  
• Assist CEWS students with course registration when necessary. This includes both walking the student through the registration process over the phone and manually registering students when appropriate.
  
• Ottumwa contact for class coordination including room set-up and preparing needed materials and paperwork for instructors.
  
• Assist the CEWS coordinators and Business Solutions Directors with coordination of programs including by not limited to: submitting relevant paperwork and entering testing results, answering student inquiries, running participant background checks, generate certificates, and conducting follow-up with students when additional information is required.
  
• Handle room set-up and tear down for CEWS courses and meetings. This may involve set-up and tear down of tables and chairs, opening and closing of temporary walls, and technology set-up for instructors, ordering refreshments, and clean-up to restore room to original condition.
  
• When applicable, be present at the start of evening and weekend courses to facilitate student check-in and/or registration.
  
• Proficient in Business Solution and college databases including: registration, invoicing, course building, purchase order submission, grading, financial data reporting, etc.
  
• Run standard reports from college and Business Solutions databases, maintain the medium used to promote through website, update all areas of Lumens.
  
• Resolve problems with both student and company accounts, answer questions regarding accounts and invoices, and assist business office with billing/registration difficulties.
  
• Main point of contact for student/business payment, invoice, or registration questions.
  
• Prepare purchase orders, reconcile the monthly credit card statement, and initiate refunds.
  
• Bi-weekly reconciliation of all financial transactions including daily deposits, paid invoices, and credit card payments.
  
• Work with business office through process development, efficiencies, and use of spreadsheets to balance daily activity.
  
• Maintain credit card terminal and printer, complete credit card purchases for the division, and secure all information and device.
  
• Record and distribute departmental documentation to the business office and payroll.
  
• Main point of contact with Marketing and IT Departments for CEWS and Business Solutions.
  
• Department contact and content creator for WIN, manage social media outreach and website changes and work with the marketing department to develop promotional materials.
  
• Maintain accuracy of IHCC website for all divisions of Business Solutions.
  
• Manage various department social media pages/platforms.
  
• Follow college and division policies and procedures.
  
• Use professional judgement and follow FERPA regulations.
  
• Assist other divisions of Business Solutions as needed.
  
• Attend, take notes, and assist with meetings as requested. This includes taking notes at monthly team meetings.
  
• Must be willing to travel to other college locations to assist with courses when needed.
  
• Serve as an active member of Career & Workforce Education Team and on college committees as assigned.
  
• Represent the college in a positive manner. Handle college and student matters with confidentiality and tact.
  
• Maintain regular and consistent attendance at work.
  
• Other duties may be assigned.

Responsible To:
Director, CEWS Operations

Position Level:
Office I, Non-Exempt, Traditional Funding - at will employment on a letter of employment

Employment Length:
4 Term, Full Time, Benefits

Schedule:
9 hrs/day, Monday-Thursday, 7:15am-4:45pm. Must be willing to occasionally flex schedule to assist with events outside of the normal schedule