Administrative Assistant I

College of Eastern Idaho; Idaho Falls (ID); On-site; USD 38,000 - 54,000; Full time

Benefits offered by this job

Affordable Health Plans

Sick leave from day one

Vacation leave with tiered accruals

Fidelity 401(a) and PERSI retirement

Life Insurance for you and dependents

Educational Savings for employees and/

Exclusive Discounts

Job summary

College of Eastern Idaho is seeking an administrative professional to perform a wide variety of office support functions and maintain program records. The role includes preparing reports and serving as a liaison between management, units, and external customers at the Idaho Falls location.

You will handle inquiries, organize correspondence, and assist in updating course schedules and program websites, while supporting instructors and program managers in day-to-day operations.

Qualifications

• Strong written and verbal communication skills.
• Ability to work in a fast-paced environment.
• Excellent organizational abilities.
• Experience in an administrative role in Higher Education is a plus.

Responsibilities

• Answer WTCE phone lines and greet walk-in customers, delivering excellent service to internal and external customers.
• Respond to inquiries and explain department services, policies, and procedures.
• Compose letters, correspondence, meeting minutes and memos.
• Compile and analyze information from various sources to prepare reports.
• Update and design program website, course schedules, and other advertising needs.
• Maintain communication with instructors, program managers and coordinators.
• Perform data entry in various systems used by the College.
• Provide general office and operations support.

Skills

MS Office Proficiency

Customer Service

Communication

Data Entry

Interpersonal Skills

Bilingual Spanish

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

Performs a wide variety of office support functions and applies detailed program knowledge in developing and/or maintaining program records systems and/or in collecting information. Incumbent will prepare reports and serve as a liaison between management, other organizational units, and external customers.

The location of this position is at the Eastern Idaho Workforce Training Offices at 101 Technology Drive, Idaho Falls, ID 83401.

What We Offer

At the College of Eastern Idaho,we'rededicated to providingopen accessto affordable, high-quality education that meets the needs of our students, regional employers, and the community. To support our dedicated faculty and staff, we offer a comprehensive benefits package for qualifying employees:

• Affordable Health Plans: With three medical plan options, you can select healthcare coverage that best meets your needs. See rates here.


• Supporting Work-Life Balance: Earn sick leave with no accrual limit starting day one. Staffaccruevacation leave starting at15 daysa year with a tiered system (Faculty excluded from vacation leave).


• Retirement Savings: Faculty and exempt staff are enrolled in the Fidelity 401 (a)plan. Non-exempt or vested employees are enrolled in the PERSI base plan. View contribution rates here.


• Life Insurance: no-cost coverage for you and your dependents with theoptionto add more.


• Educational Savings: Significant tuition fee discounts for qualifying employees and their dependents.


• Exclusive Discounts: Enjoy local discounts on cell plans, movie tickets, gyms, and more.

We value your contributions and are committed to your well-being and success. Visit our Benefits Guide for more information:

• Answer WTCE phone lines, as well as greet walk in customers and provide excellent service to both internal and external customers


• Respond to inquiries, and explain department services, policies, and procedures


• Compose letters, correspondence, meeting minutes and memos


• Compile and analyze information from a variety of sources to prepare reports


• Utilize word processing equipment and/or computers to create, process, and maintain a variety of documents and administrative records


• Coordinates as assigned the scheduling of meetings, special events, tours, conferences and course schedules are accurate.


• Act as a liaison between the organizational unit and external customers


• Responsible for financial record keeping including monitoring budgets, preparing financial transactions and collect payment information from customers


• Update and design the program website, course schedule(s), and other advertising needs


• Maintain communication with and assist instructors, WTCE program managers and coordinators as needed


• Perform data entry in various systems used by the College


• Provide general office and operations support


• Maintain a positive, helpful, constructive attitude and work relationship with the supervisor, college staff, students, and the community


• Assist in the research and implementation of various division projects


• Collaborate in a positive manner with supervisor, college staff, students, and the community


• Coordinate routine and non-routine administrative and clerical activities for WTCE under the Director's direction


• Assist Director(s) of WTCE in day-to-day operations


• Assist the Executive Director in organizing \"coordination and strategic planning\" meetings


• Perform miscellaneous job-related duties as assigned


• Flex schedule to accommodate events, as requested


• Perform other job-related duties as assigned

• High proficiency in computer software such as Microsoft Excel, Word, and Outlook


• Extensive working knowledge of computerized record-keeping systems, compilation of data and report formatting, and drafting and reviewing documents from others for accuracy and compliance


• Excellent organizational skills


• Ability to communicate clearly both in writing and verbally


• Ability to interpret and explain policies and procedures


• Ability to work in a fast-paced and potentially stressful work environment


• Strong customer service skills


• Incumbent must reside in Idaho (Currently CEI doesn’t sponsor H-1B Visas)

• Experience working in an administrative assistant or business office role


• Experience working in Higher Education setting


• Bilingual (Spanish)

Physical Demands and Work Environment:

Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes. The employee is regularly required to sit and often uses repetitive hand motions.

On-si te work is essential and regular predictable attendance is required. Employees may be required to work at occasional events and handle tasks outside of regular working hours.

Background Investigations:

Employment at College of Eastern Idaho will be contingent upon the successful completion of a criminal background investigation and may require a credit and/or motor vehicle background investigation depending on the position. Please refer to Policy 225: Background Checks

EOE/ADA - Hiring is done without regard to race, color, religion, national origin, sex, age, or disability. In addition, preference may be given to qualified veterans under state and federal laws and regulations.

Link to Annual Security Report for CEI:? https://www.cei.edu/students-right-know