Administrative Assistant to Continuing Education and Corporate Training

This position works 30 hours per week; Monday-Thursday 8:30am - 4:00pm or as assigned by the supervisor.

Description of Job Duties:

• Assists with the programming of continuing education courses including contract training, personal enrichment, and grant funded projects in a number of selected areas.
• Assists with developing of the CE/CT schedule.
• Prepares marketing materials, including graphic design publications and maintenance of the department web page, on all classes.
• Inputs information on all classes into the college system; including entering courses, grades and finalizing course information into history.
• Prepares and maintains grant funded student records, grant partner information, as well as required grant reporting.
• Responsible for agency billings, including securing and maintaining “promise-to-pay” letters as well as preparing actual invoices and reconciling payments in college system.
• Coordinates the preparation of state-required and other statistical reports (e.g., OOC, OOA, etc.), as well as required grant funded reports.
• Assist with planning program graduations by securing location; designing graduation program for printing; generate certificates; arranging hospitality for guests; taking and sending pictures to marketing department for publication.
• Responsible for the organization and maintenance of a complex filing system.
• Maintain department budget, generate requisitions, and process purchase orders.
• Reconciling daily deposit of payments to business office with accuracy and maintain cash box.
• Assist with instructor letters of agreement; processes time sheets and generates payroll as required by the Human Resources office.
• Assists with designing and updating brochures, flyers, news releases, newspaper ads, and college website and maintaining web schedule to promote classes as needed.
• Assists with supervision of student workers as employed by the department.
• Assists with program evaluations.
• Serves on departmental and college committees as needed.
• Performs other tasks as assigned by supervisor.  

Experience and Other Qualifications Required:

• High school diploma/GED required; Associates Degree required.
• Minimum of two (2) years in a secretarial clerical or related experience.