Part-Time Administrative Assistant II - School of ITCE

Job description

JOB TITLE: Administrative Assistant II (Part-Time) REPORTS TO: School of Industrial Technology and Continuing Education (ITCE) CLASSIFICATION: Staff - Part-Time FLSA STATUS: ESPA Non-Exempt SUMMARY: The Part-Time Administrative Assistant II will be under the direct supervision of the Dean. The position is as follows: • PART-TIME –18-20 hours per week; work schedule to be determined upon hire. • RATE – per ESPA CBA • COMMENCE as soon as possible DUTIES AND RESPONSIBILITIES: This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed while in other cases related duties may also be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • Perform general clerical duties including but not limited to data entry, filing and copying • Type correspondence, reports, and other documents • Assist in various tasks in support of faculty and students • Assist in various tasks/projects toward completion of School of Industrial Technology and Continuing Education objectives. • Perform other duties as assigned. MINIMUM QUALIFICATIONS: The requirements listed below are representative of the knowledge, skills and abilities required to satisfactorily perform the essential duties and responsibilities. • High school diploma or GED equivalent required. • Demonstrated computer skills including Microsoft Office applications • General knowledge of basic clerical skills • Possess excellent communication and organizational skills REQUIRED CLEARANCES: Successful applicant will be required to obtain comprehensive criminal and child abuse background as outlined in ACT 153 of 2014 prior to commencement of employment. These clearances include: • Criminal history record information from the Pennsylvania State Police • Child Abuse History Clearance from the Department of Human Services (Child Abuse); and • Fingerprint based federal criminal history submitted through the Federal Bureau of Investigations (FBI) • Mandated Reporter Training PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand and walk. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds Specific vision abilities required by this job include but not limited to close vision and ability to adjust focus. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee regularly works in indoor conditions including but not limited to exposure to toxic or caustic chemicals. The noise level in the work environment is usually moderate. Community College of Beaver County is an EEO employer and does not discriminate in its programs, activities, or employment on the basis of race, color, religion, sex, sexual orientation, disability, veteran’s status, age, or national origin. Women, Minorities and Veterans are encouraged to apply. Administrative Assistant II School of Industrial Technology and Continuing Education (ITCE) Non-Exempt ADDENDUM TO JOB DESCRIPTION JOB TITLE: Administrative Assistant II (Part-Time) REPORTS TO: School of Industrial Technology and Continuing Education (ITCE) CLASSIFICATION: Staff - Part-Time FLSA STATUS: ESPA Non-Exempt Purpose of Addendum This addendum supplements the existing job description for the position of Administrative Assistant II (Part-Time). The following responsibilities, duties or requirements are added to the position upon Hire Date. • Organize and manage day-to-day activities of the office to ensure efficient and effective office operations and communications • Serve as front-line customer service contact by managing and distributing incoming leads and by providing detailed explanations of all products and services; and responds to requests for information from administrators, instructors, staff, students, community, and companies • Enter and update all class information in the Course Master after assigning course codes and account numbers for all classes and registers students for contract training, online, and certificate classes. Verifies accuracy of information according to established procedures and timing • Schedule classrooms and notifies students and campus of schedule changes and updates • Track enrollment and troubleshoots registration issues; contributes to registration process improvement, monitors online enrollments and collection of tuition; verifies hours for state/federal funded students to document on CWDS website; and enter grades, prepare certificates, and process transcript requests • Provide students with information related to statewide grant programs • Utilize technology to set up students for non-credit registration through the portlet, configures settings for registration, and troubleshoot/assist students with online registration issues • Ensure students are enrolled in the appropriate credit or non-credit programs • Work closely with college offices to ensure student success and retention of grant participants • Distribute and collect rosters, attendance sheets, and instructor evaluations, and manage lab fee reimbursements for instructors and staff • Prepare and maintain records of faculty and company contracts and updates for the payroll process • Record, prepare, and/or maintain administrative files, records, meeting minutes, department reports, letters, memos, and other documents as required • Compile information for departmental grants, budgets, yearly audits, and work directly with supervisor: ◦ Assist with gathering and organizing extensive documentation, reports, and evidence required to demonstrate compliance to grant objectives or program standards ◦ Assist with collecting grant identified student data. Compile data in the appropriate format as stipulated by data standards, and collaborate with team members by providing necessary reporting data compiled from grant eligible students to Community College of Beaver County to meet reporting requirements stipulated in various grants ◦ Provide evidence of compliance through the preparation of minutes for EMS programs for accreditation ◦ Research and reviews records with considerable data compilation, verification, and entry within established standards and procedures • Assist with WEDnetPA functions: ◦ Reviewing invoices for compliance, ◦ Maintaining employer training records with ISAAC software program, ◦ Initiating client reimbursement process, and ◦ Compiling information for WEDnetPA audits • Collaborate with external agencies, including but not limited to CareerLink • Prepare, process, and track purchase requisitions and AP memorandums for all School of Industrial Technology and Continuing Education courses, programs, and events; contacts suppliers for price comparison data and verifies costs; and track orders and deliveries • Maintain accuracy of student accounts for managing balance due report for the disbursement of student weekly refunds. • Assist in various tasks/projects toward completion of School of Business, Arts, Sciences and Technology objectives • Prepare billing and monitors collection for all customized training • Assist with event planning and coordinating event activities • Perform other duties as assigned