Administrative Assistant III - CTE-CE

Victoria College; Town of Texas (WI); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Benefits eligible

Job summary

Victoria College in Victoria, Texas is seeking a dedicated Administrative Assistant III to provide essential office support for the CTE-Continuing Education Department. You will handle registrations, maintain files, communicate with staff, instructors, students, and the public, and help manage departmental operations.

Responsibilities include Banner-based processing, course scheduling support, purchasing, and assisting with scholarships and financial aid postings.

Qualifications

• Associate degree or equivalent required.
• Three to five years’ experience in an administrative role.
• Strong MS Word, Excel, and Outlook proficiency.
• Ability to communicate with staff, instructors, students and the public.

Responsibilities

• Perform all departmental functions in Banner.
• Primary responsibility for Departmental registrations.
• Manage archival of course documentation for non-credit courses.
• Identify and secure resources for Continuing Education offerings.
• Hire, schedule, train, supervise, and evaluate student workers.
• Ensure Financial Aid and scholarship postings are timely.
• Process payments and close TouchNet daily.
• Maintain and order office supplies.

Skills

MS Word

MS Office Outlook

Excel

Communication skills

Time management

Education

Associate degree or equivalent

Tools

Banner ERP

Website CMS

Job description

The CTE-Continuing Education Department is recruiting for one full time Administrative Assistant III. This position is responsible for performing duties including instructional support, effective office management, communication with administrative staff, instructors, students and the general public; and maintenance of organized files for the Department.

This position is benefits eligible. For more information on Victoria College's excellent benefits package, click the benefits tab.

About Our Institution

Victoria College (VC) is a vital public community college located in Victoria, Texas and has been a respected community partner in the Crossroads region since 1925 and continues to offer quality, affordable educational opportunities to help our students achieve their dreams. VC offers a variety of high-quality associate's degrees and transfer programs, preparing students for success in their chosen fields. The college fosters a close-knit community, serving approximately 7,100 students across diverse backgrounds and learning styles, including full-time, part-time, online, veterans, and adult learners. VC features five academic divisions:

1. Academic Support & Student Success
2. Allied Health
3. Career & Technical Education
4. Arts, Humanities, & Social Sciences
5. Science, Mathematics, Engineering, & Physical Education

Additionally, VC offers various programs through the Academy of Lifelong Learning, catering to the educational needs of the community.

Living in the Area

Victoria, a charming city with a population of around 67,000, provides a welcoming and affordable environment. Residents enjoy a variety of benefits, including diverse culinary experiences, a rich cultural scene with museums and art galleries, and ample opportunities for outdoor recreation. Victoria boasts over 50 parks and green spaces, including Riverside Park and Spring Creek Greenway, offering scenic walking and biking trails. The city is well-connected with regional transportation networks, including Victoria Regional Airport and multiple bus services. Victoria's cost of living is significantly lower than the national average, making it an attractive option for students and families alike.

Duties include, but are not limited to the following:

1. Perform all departmental functions in Banner.;
2. Primary responsibility for Departmental registrations;
3. Manage the archival of course documentation (rosters, student evaluations, certificates of completion) for all non-credit open enrollment courses;
4. Identify and secure appropriate resources (instructional materials, room scheduling, course materials, parts, and supplies) for all Continuing Education course offerings;
5. Hire, schedule, train, supervise, and evaluate student workers;
6. Ensure Financial Aid and scholarship awards are posted to student accounts in a timely manner;
7. Track Installment Plan students to ensure payments are made in a timely manner;
8. In cooperation with Department Chair of CTE Continuing Education, review/award departmental scholarships via Award Spring.

1. Create and maintain Departmental Purchase Order tracking for day-to-day operations and historical reference;
2. Maintain inventory of equipment, materials, textbooks and supplies to be used in CTE CE training;
3. Provide information on course offerings to the community and VC staff;
4. Respond professionally to internal and external communications via telephone, fax, mail, e-mail, Element 451, and in person;

1. Primary responsibility for processing payments for Departmental open enrollment classes, which includes Banner and TouchNet processing, and daily closeout of TouchNet;
2. In cooperation with all department staff, participate in the development of the department’s course schedule;
3. Ensure Special Topics courses are reported to WECM in a timely manner;
4. Coordinates third party training providers’ payments;
5. Process check requests and travel reimbursement as needed;
6. Maintain and order office supplies;

1. Assist CTE-CE Curriculum Coordinators with program Advisory Committee meetings, including coordinating meeting dates and times with committee members, communicating meeting details to attendees, maintaining RSVP and attendance lists, scheduling meeting locations and setup, preparing meeting materials, taking and preparing official meeting minutes, ordering and picking up meals and refreshments, and obtaining supplies as needed;
2. This position will access student records at times and will follow all FERPA guidelines.
3. Other duties as assigned.

Required

• Associate degree or equivalent combination of education and work experience to meet job requirements is required, plus;
• Three to five years’ experience in an administrative position required
• High level of proficiency with MS Word, MS Office Outlook, Excel,
• Operate equipment such as computers, fax machines, scanner, and copy machines.
• Excellent human relations and communications skills.
• Ability to relate to college administration, faculty, students and the public in a positive, courteous, and tactful manner.
• Ability to successfully manage multiple projects.
• Display discretion in matters concerning confidentiality.
• Ability to work a flexible schedule (evenings, weekends) to accommodate client/program needs;
• Valid driver’s license and ability to travel off-campus.

Preferred

• Experience working with Banner ERP in higher education.
• Experience with website content management systems.

While performing the duties of this job, the employee is regularly required to use hands and fingers to handle controls, key pads, etc. Will be required to sit and reach with hands and arms as well as, sit, stand and walk. The employee must frequently lift and/or move up to 15 pounds while loading office supplies and paper. Specific vision abilities required include close vision, some color vision, and the ability to adjust focus from documents to computer screen. Hearing of light to moderate sound is required by this job. The noise level in the work environment is usually moderate.