Administrative Assistant for Continuing Education and Workforce Development

About the role

The incumbent provides basic clerical and office support for the faculty and staff of Continuing Education and Workforce Development. The Administrative Assistant reports to the Director of Service Industries.

Responsibilities

• Greet students, visitors, employees, and peers with a pleasant, professional disposition.
• Handle customer questions and problems in a timely, courteous manner.
• Handle all correspondence (oral, written, or electronic) with confidentiality.
• Perform basic clerical tasks via photocopier, fax machine, shredder, etc.
• Sort and route incoming and outgoing mail and correspondence.
• Receive, screen, and place telephone calls using proper etiquette.
• Order materials and supplies following prescribed procedures.
• Establish and maintain paper and electronic files.
• Arrange for meetings and conferences with staff and the general public.
• Prepare memos, letters, and other correspondence as directed using Microsoft Office Suite; create, edit, and proof a variety of documents accurately.
• Prepare minutes of meetings, agendas, lists, etc. from rough copy or dictation.
• Prepare payroll, contracts, metric reports as directed using Microsoft Office Suite.
• Prepare and sort documents for data entry.
• Enter data into database software and verify accuracy of inputted data.
• Resolve discrepancies in information and obtain further information for incomplete documents.
• Effectively utilize Registration Management System (Colleague).
• Stay current with program admission requirements.
• Represent programs at functions in the absence of faculty.
• Communicate the manager’s instructions to various individuals accurately.
• Furnish or obtain information from/for the manager with other managers accurately.
• Operate and transcribe voice messages from answering machines and similar voice‑mail devices.
• Participate in community college sponsored or endorsed professional/personal development activities as requested while promoting Robeson Community College with local, state, regional, and national citizenry.
• Pursue professional development courses, seminars, workshops, and institutes designed to enrich and/or enhance the quality of secretarial support provided to the office and staff.
• Provide facilities scheduling and management support as requested.
• Maintain familiarity with social media (Facebook, Twitter).
• Assist with registering evening classes as needed.
• Participate in staff meetings called to expedite the business of the college.
• Perform other duties as assigned.

Qualifications

Education: Minimum of an Associate Degree in Office System Technology, Information Systems Technology, Business Administration or the equivalent from a regionally accredited institution.

Experience: Minimum of five (5) years of administrative work experience.

Physical Demands: The job requires the following activity levels (0% Never, 1‑33% Occasional, 34‑66% Frequent, 67‑100% Continuous):

• Standing/Walking – Frequent
• Bending/Stooping – Frequent
• Lifting/Handling – Continuous
• Carrying – Occasional
• Push/Pull – Occasional
• Balancing – Occasional
• Twisting/Turning – Continuous
• Kneeling/Crouching – Frequent
• Reaching – Frequent
• Handling/Manual dexterity/Feeling – Continuous
• Speaking/Hearing – Continuous
• Tasting/Smelling – Occasional
• Seeing (all aspects) – Continuous
• Environmental Exposure – Occasional