Job Details

Position Summary

Under general supervision, the Administrative Assistant II will collaborate across campuses as needed to assist the Dean and department program/project Leads in daily divisional activities and with the implementation and organization of various processes that impact Workforce Development (WFD) daily activities, programs, grants, testing center, and special projects. Administrative Assistant II will have primary responsibility for various clerical functions affecting the office to include telephone calls/emails, purchase requisitions, customer invoicing, travel authorizations/reimbursements, document control, monthly reporting, annual inventory, accounting, report preparation, and records management. The employee will assist with the management and editing of forms, handbooks, manuals and electronic documents. The Administrative Assistant II will assist with research for the department. The employee will coordinate and organize meetings, and department activities and functions. The employee may schedule or obtain use of rooms and equipment to use. The employee will create and manage electronic survey instruments using specialized software. The employee will operate other office equipment such as printers, copy machines, fax machines and mobile devices. The Administrative Assistant II will participate in select campus committees as deemed necessary.

Reporting Authority: Dean of Workforce & Economic Development

Anticipated start date: December 1, 2024

Essential Duties and Responsibilities

The essential job functions listed are not comprehensive and duties and responsibilities may change without notice.

Ability to prioritize and handle multiple tasks.

Proficient in use of Microsoft Office Suite, specifically, Word, Excel, and Powerpoint, and Google Apps.

Ability to use technology effectively to accomplish tasks

Excellent organizational skills.

Must posses a valid driver's license.

Maintain calendars and schedules for individuals, groups, and/or meeting spaces, balancing multiple schedules and priorities.

Make travel arrangements at the request of division personnel, following Business Office procedures and assist in processing travel documentation after traveling.

Prepare meeting agendas.

Prepare, proof and edit correspondences, presentations, marketing/information flyers, and multimedia formats.

Ability to operate and maintain office machines and equipment, including personal computers, keyboards, multiline phone systems, copy machines, printers, and fax machines.

Develop/maintain division web/social media sites in accordance with the college's public relations policy/procedures.

Operate and assist division personnel in the use of college electronic resources: email, social media.

Enter students into all applicable ERP systems (Banner and PRIME) for program courses and training programs.

Enter students' grades and credentials/awards into the ERP system for program courses and training programs and close them out.

Process student requests for transcripts

Create student Completion Cerificates/Awards

Add new programs/course into ERP system, in coordination with Student Services

Oversee/monitor online continuing education services (currently ed2go and CareerStep)

Confirm with Business Office to make sure new potential participants don't owe the college before being accepted into class/program.

Complete Individual Training Account (ITA) forms for WIOA students

Collect program staff timesheets and submit to appropriate area

Assist the Dean in the preparation of budgets.

Input and process division requisitions for purchase orders.

Process incoming and outgoing correspondence, including email.

Implement and maintain an easy and accessible physical and electronic filing system.

Answer a multi-line phone system and direct calls accordingly.

Greet and accommodate all visitor requests appropriately.

Serve as the primary office contact.

Assist in preparing monthly, quarterly, and yearly reporting/invoicing for college, workforce, grant funded, and special projects as required by the college/sponsoring agency.

Ensure accurate entry of adult education and workforce development data.

Provide required reporting of WFD performance data to the Office of Institutional Research

Perform calculations and establish spreadsheets as required for efficient reporting of activities.

Drive to attend meeting and perform job at required locations.

Respond to student and business/industry inquires in a timely fashion.

Maintain and purchase inventory of office supplies, equipment, etc.

Exercise good ethical and moral principles.

Discern when confidentiality in work is to be maintained and maintain that confidentiality.

Communicate professionally in all forms of communications

Alert supervisor of potential issues or problems incurred throughout the dispensation of all work activities.

Perform research to gather information, answer questions, resolve issues pertinent to the activities of the division.

Assist, help plan/coordinate, and attend orientations, graduations, camps, tours, conferences, expos, and special events.

Coordinate the activities of the Bishop State Testing center as directed by division supervision.

Coordinate the work of work-study, part-time, and/or temporary employees and ensure actuate time reporting submitted to the business office.

Actively participate in the marketing of programs, and the recruitment and retention of students.

Assist in grant writing and assist in the execution of grants.

Serve on college committees when requested.

Attend professional development seminars, training, and conferences as approved.

Assist in maintaining compliance with College and Alabama Community College System policies and procedures

Performs other work-related responsibilities as assigned by the Dean of Workforce and Economic Development, Executive Vice President, and/or President.

Qualifications

Minimum Requirements:

Associate degree in Business, Office Administration or related degree from a accredited college or university.

Three (3) years of full-time clerical experience.

1 year experience with Salesforce, Target X, or Banner

Application Procedures/Additional Information

Position announcements and employment applications are available at Applications currently on file must be resubmitted for this position. Delinquent and/or unsigned application packets and/or documents will not be accepted.

Only complete application packets will be given consideration for employment.

A completed application packet consists of:

Completed Bishop State Community College employment application

Current resume

Applicable Transcript with conferred date (While an unofficial transcript may be submitted as part of the application packet, an official transcript must be received before the date of hire.)

Work is generally performed in an office environment with frequent interruptions and irregularities in the work schedule. Learned physical skill is required for keyboarding. Frequent walking, standing, or sitting may be required. Working hours may vary and occasional evening or weekend work is required. No special coordination beyond that used for normal mobility and handling of everyday objects and materials is needed to perform the job satisfactorily.

More than one position in the same job classification may be filled from the applicants for this position should another vacancy occur during the search process. In accordance with Alabama Community College System policy and guidelines, the applicant chosen for employment will be required to sign a consent form for a criminal background check. Employment will be contingent upon receipt of a clearance notification from the criminal background check. Bishop State Community College is an active participant in the Employment Eligibility Verification Program (E-verify). E-verify electronically confirms an employee's eligibility to work in the United States as required by the Department of Homeland Security.

The Selection Committee will screen all applicants for the position. The Committee will select applicants for in-person interviews which may consist of question/answer session and /or skills assessments. Applicants must adhere to the College's prescribed interview schedule and must travel at their own expense. The College reserves the right not to fill the positions in the event of budgetary or operational constraints. Bishop State Community College is a multi-campus organization, and employees of the College are required to travel among various work sites for both day and evening responsibilities and must provide their own mode of transportation. Bishop State Community College is an equal opportunity employer. It is the policy of the Alabama Community College System, including postsecondary community and technical colleges under the control of the Alabama Community College Systems Board of Trustees, that no employee or applicant for employment or promotion, on the basis of any impermissible criterion or characteristic including, without limitation, race, color, national origin, religion, marital status, disability, sex, age, or any other protected class as defined by federal and state law, shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment. Bishop State Community College will make reasonable accommodations for qualified disabled applicants or employees. Bishop State Community College reserves the right to withdraw this job announcement at any time prior to the awarding.