Administrative Assistant I - Continuing Education - FT

Administrative Assistant I - Continuing Education - FT

SCC reserves the right to change, modify, or cancel posted positions as appropriate and/or necessary.

Posting Details

Position Title: Administrative Assistant I - Continuing Education - FT

Department: Continuing Education Staff

Location: Lincoln

Job Category: Support Staff

Job Type: Full-Time Regular

Posting Number: 02237

Position Summary Information: General Description of Position Under the general direction and supervision of the Director, Continuing Education Services, the Administrative Assistant I is often the first point of contact for Adult Education programs and services and is responsible for a variety of customer service and clerical duties related to Adult Basic Education ( ABE ), General Educational Development (GED test preparation), English as a Second Language ( ESL ), and related Continuing Education activities. The full-time regular position provides day-to-day operational support for Adult Education programs and interacts with students, faculty, staff, agency personnel, community partners, and members of the public. The position's primary assignment is Adult Education and may provide support for other Continuing Education Services functions, locations, and customer service operations as operational needs require. Occasional front-desk and reception coverage within Continuing Education Services may be required.

Essential Functions

• Perform Reception Duties
  • Provide high-quality, responsive customer service, which includes, but is not limited to, the following:
  • Answer and direct phone calls.
  • Greet and direct customers, students, staff, and visitors.
  • Answer routine questions regarding Adult Education, ABE , GED , test prep, ESL , and related services.
  • Maintain a positive and helpful front desk presence.
  • Support day-to-day operations of Adult Education programs.
  • Establish student access to approved Adult Education distance learning programs, including entry of student demographic and enrollment information.
  • Create and maintain attendance-tracking documents and shared-drive records.
• Maintain Student Files
  • Create and maintain student files and ensure information is complete.
  • Update files with new information.
  • Enter student records into Colleague or other imaging systems.
  • Organize files for imaging.
  • Scan, image, and index documents.
  • Verify integrity and accuracy of records.
  • Retrieve records and documentation as needed.
• Maintain Adult Education Office
  • Maintain office organization, expediency, quality control, accuracy, and workflow for assigned duties.
  • Prepare reports as requested.
  • Demonstrate resourcefulness and creativity in performing duties.
  • Communicate effectively with program, division, and college personnel in a timely, clear, and professional manner.
  • Engage in teamwork and support the continuous, efficient flow of work within the division.
  • Assist with the logistics and coordination of student orientations, assessments, workshops, events, and related activities.
  • Participate in maintaining a positive office atmosphere that fosters respect, collaboration, and a welcoming environment for everyone.
• Maintain Office Supplies and Instructional Materials
  • Inventory, order through the correct Continuing Education Services contact, receive, and distribute office supplies and instructional materials as needed.
  • Prepare, copy, file, and distribute program materials electronically and in hard copy, including correspondence, reports, curriculum materials, and other program documents.
  • Process, distribute, and maintain incoming and outgoing program mail.
  • Provide administrative and organizational support to students, staff, and faculty, including assistance with paperwork and technology-related needs.
• Promote a Culture of Belonging
  • Support and promote an environment of belonging where all students, faculty members, and college employees feel welcomed, valued, and empowered to contribute.
  • Foster a community where each individual and their varied perspectives enrich the educational experience and create a safe and respectful environment.
  • Support the College's policies and programming related to access, fair employment, and equal opportunities for all.
• Marginal Functions
  • May be required to perform associated duties, functions, or assignments in other divisions/programs/areas as required.
  • Perform other College functions and duties as assigned.
  • Must be able to work varied days, hours, shifts, locations, and campuses as required. Work schedules (hours/days/work location) are scheduled by Southeast Community College based on the needs of the College. Work hours, shifts, days, and work locations may vary depending on the needs of Southeast Community College and are subject to modification. Emergency or scheduled special activities may require hours outside of the regular workweek.

Required Knowledge, Skills and Abilities

• Proficiency with English grammar and usage, professional communication, business letter production, proofreading, filing, paper and digital record-keeping systems, as well as the skill and ability to perform the above functions consistently and accurately while meeting multiple demands in a timely fashion.
• Demonstrate knowledge and experience in telephone use and etiquette.
• Work and communicate with a diverse group of students, staff, and the public using skills and abilities in business communications and etiquette.
• Maintain a continuous, pleasant personality and congenial disposition in all situations.
• Demonstrate knowledge of and experience in operating a personal computer with the Windows Operating system and the Microsoft Office Suite.
• Computer proficiency that enables learning new software and technology.
• Knowledge or ability to gain and maintain knowledge of policies and procedures used in an educational institution, partner agencies, and grant funded programs, and the ability to work as a productive member of a Division team using the established practices, procedures, and policies of the College and other agencies.