Administrative Assistant for Continuing Education and Workforce Development

Robeson Community College; Pembroke (NC); On-site; USD 35,000 - 48,000; Full time

Job summary

Robeson Community College is seeking an Administrative Assistant to provide essential clerical and office support for Continuing Education and Workforce Development. You will greet students and visitors, handle confidential correspondence, and support payroll and data entry tasks using Microsoft Office.

The role requires at least five years of administrative experience and an Associate Degree or equivalent.

Qualifications

• Associate degree required or equivalent.
• Five or more years of administrative work experience.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience handling confidential information and basic data entry accuracy.

Responsibilities

• Greet students, visitors, and staff professionally.
• Manage all correspondence with confidentiality.
• Perform basic clerical tasks and mail handling.
• Maintain paper/electronic filing systems.
• Arrange meetings and conferences with staff and public.
• Prepare memos, letters, and documents using MS Office.
• Process payroll, contracts, and metric reports as directed using MS Office.
• Assist with data entry and ensure data accuracy in databases.

Skills

Administrative experience

Customer service

MS Office proficiency

Education

Associate degree in Office Systems/Business Admin or equivalent

Tools

Colleague (Registration Management System)

Job description

The incumbent is responsible for providing basic clerical and office support for the faculty/staff of Continuing Education and Workforce Development.

RELATIONSHIPS:

The Administrative Assistant reports to the Director of Service Industries.

DUTIES AND RESPONSIBILITIES:

The incumbent has the following duties and responsibilities:

• Greeting students, visitors, employees, and peers with a pleasant, professional disposition
• Handling customer questions and problems in a timely, courteous manner.
• Handling all correspondence (oral, written, or electronic) with confidentiality.
• Performing basic clerical tasks via photocopier, fax machine, shredder, etc.
• Sorting and routing incoming/outgoing mail and correspondence.
• Receiving, screening, and placing telephone calls using proper etiquette.
• Ordering materials and supplies following prescribed procedures.
• Establishing and maintaining paper and electronic files.
• Arranging for meetings and conferences with staff and the general public.
• Preparing memos, letters, and other forms of correspondence as directed using Microsoft Office Suite; Creating, editing, and proofing a variety of documents accurately.
• Preparing minutes of meetings, agendas, lists, etc. from rough copy or dictation.
• Prepare payroll, contracts, metric reports as directed using Microsoft Office Suite.
• Preparing and sorting documents for data entry.
• Entering data into database software and checking to ensure the accuracy of the data that has been inputted.
• Resolving discrepancies in information and obtaining further information for incomplete documents.
• Effectively utilize Registration Management System (Colleague).
• Stay current with program admission requirements
• Represents programs at functions in absence of faculty
• Communicating the manager’s instructions to various individuals accurately.
• Furnishing or obtaining information from/for the manager with other managers accurately.
• Operating and transcribing voice messages from answering machines and similar voice mail devices.
• Participating in community college sponsored or endorsed professional/personal development activities as requested while Promoting Robeson Community College with local, state, regional, and national citizenry.
• Pursuing professional development course, seminars, workshops, and institutes designed to enrich and/or enhance the quality of secretarial support provided to the office and staff.
• Providing facilities scheduling and management support as requested.
• Familiar with social media (Facebook, Twitter)
• Assist with registering evening classes as needed.
• Participating in staff meetings called to expedite the business of the college.
• All other duties as assigned

QUALIFICATIONS:

The incumbent must meet the following minimum qualifications:

Education

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

Experience

Work experience should include a minimum of five (5) years of administrative work experience.

Physical Demands

The percentage range listed below is used to qualify the physical demands of the job: 0% Never, 1-33% Occasional, 34-66% Frequent, 67-100% Continuous

The job requires a full range of body motion that includes:

• Standing/Walking - Frequent
• Lifting/Handling - Continuous
• Carrying - Occasional
• Push/Pull - Occasional
• Kneeling/Crouching - Frequent
• Reaching - Frequent