College Vice President jobs in Jamestown, NY

JOB TITLE:  Administrative Assistant to VP of Workforce Development

PRIORITY DEADLINE:  March 28, 2024

CLASSIFICATION:  Full-time, Non-exempt

STARTING COMPENSATION:  Minimum Starting Salary $40,000

DIVISION:  Workforce Development

DEPARTMENT:  Workforce Development

REPORTS TO:  Vice President of Workforce Development

SUPERVISES:  N/A

MINIMUM REQUIREMENTS: 

• Minimum high school diploma or GED
• Two years of proven experience as an office assistant/receptionist or equivalent transferrable skills
• Ability to work both independently and collaboratively and thrive in a fast-paced environment
• Proficiency in Office 365 including Microsoft Office software programs, applications, or tools (e.g., Word, Excel, PowerPoint, Teams, Microsoft Forms)
• Exemplary planning and time management skills
• Professional demeanor
• Very strong interpersonal skills to communicate effectively both in writing and verbally
• Exceptional organizational skills and ability to design, setup, and manage internal processes and protocols
• Strong work ethic along with attention to detail and strong problem-solving skills
• Have the highest level of professionalism with proven ability to handle confidential information with the utmost discretion
• Ability to manage and maintain complex calendars and schedules. Ability to coordinate appointments and meetings
• Must be available to work flexible hours, including evenings and weekends, as needed to further the workforce development mission
• Professional telephone and email communications

PREFERRED QUALIFICATIONS:

• Some college is preferred
• Familiarity with customer relationship management platforms (CRM); student information systems (SIS); and learning management systems (LMS)
• Experience with the Commonwealth Workforce Development System (CWDS)
• Knowledge of relevant grant programs and funding sources for workforce development programming and student assistance

POSITION SUMMARY:

Reporting directly to the VP of Workforce Development, the administrative assistant will contribute to the operations of the workforce development division through a collaborative, professional and friendly work style. The successful candidate will be exceptionally organized, possess a strong work ethic, be highly collaborative, be able to multi-task, and hold the highest level of professionalism and discretion.

ESSENTIAL FUNCTIONS:

• Assist the workforce development division with administrative support of projects and presentations as requested
• Maintain the division schedule and long-term management of meetings, projects, and priorities including all necessary calendars, invitations, and meeting rooms
• Schedule all meetings and travel, including prioritizing meetings and communicating all relevant details to participants
• Provide college-wide phone coverage as needed. This includes processing service issues and/or complaints by directly managing or forwarding to the appropriate party
• Interact with the public, students, college personnel, and third-party vendors
• Review incoming correspondence, compose response letters, assist with emails, and other correspondence
• Assist in the creation and processing of instructors, third-party, and customer contracts as requested by the VP of Workforce Development
• Assist in the creation and processing of purchase order, invoices, and quotes as requested by the VP of Workforce Development in collaboration with the finance department
• Maintain administrative record keeping systems and processes for the department including organizational charts and distribution lists. This includes records for any government approved programs and any information required for compliance of such programs
• Order supplies for the department. This includes classroom and/or student material necessary for the various workforce training programs offered by the college
• Serve on internal and external committees as requested
• Attend and keep minutes of staff meetings
• Prepare documents and reports for internal and external meetings
• Conduct basic research and analysis, as requested, on employment and workforce development
• Maintain records in the college’s account within the Commonwealth Workforce Development System (CWDS)
• Work closely with the Registrar and staff to manage the following department processes:
  • Track, collect, and save required course documents
  • Report course updates to internal parties
  • Send course roster and grading rosters to WFD instructors
  • Create and distribute course certificates to students
  • Assist with the distribution and collection processes for course evaluations.
• Provide assistance to other departments as necessary
• Serve on internal committees as necessary

ADDITIONAL ELIGIBILITY REQUIREMENTS:

• Valid Driver’s License, proof of auto insurance and consistent access to a vehicle

CLEARANCE REQUIREMENTS:

• PA Child Abuse History Clearance
• Pennsylvania Access To Criminal History Record Check
• Federal Criminal History Background Check

PHYSICAL REQUIREMENTS:

The physical and mental demands described are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to read, communicate verbal and/or in written form using English language; remember and analyze certain information; and remember an understand certain instructions or guidelines
• Driving, standing, walking, and sitting;
• Use of hands to touch, handle, and feel; reach with hands and arms;
• Must be able to occasionally lift and/or move up to 25 lbs./12 kg., and;
• Specific vision abilities include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus

WORKING CONDITIONS/WORK SCHEDULE:

• Office Location:  NPRC Administrative Office, 300 2nd Ave, Warren, PA
• Work hours:  8:30 am to 5:00 pm, Monday thru Thursday, and 8:30 am to 4:30 pm Friday

• Notwithstanding the office hours, full-time salaried employees are expected to work 40 hours weekly

TRAVEL REQUIREMENTS

• Infrequent travel may be required

OTHER DUTIES:

• Perform other duties as assigned

Northern Pennsylvania Regional College (NPRC) is an Equal Opportunity Employer. NPRC does not discriminate on the basis of race, color, religion, national origin, ancestry or place of birth, sex, gender identity or expression, perceived gender identity, sexual orientation, disability, use of a service animal due to disability, marital status, familial status, genetic information, veteran status, age, or other classification protected by applicable law. All employment is decided on the basis of qualifications, merit, and business need.