Administrative Assistant (Part-time/Temp) - First Responder Training

Craven Community College; New Bern (NC); On-site; USD 32,000 - 42,000; Part time

Job summary

Craven Community College is seeking an Administrative Assistant for a 29-hour-per-week position to coordinate training courses for law enforcement, corrections, EMS and fire departments. Duties include course setup, scheduling, inventory management and readiness for instructors and simulators.

The role requires a high school diploma or equivalent and about two years of experience coordinating or marketing instructional courses.

Qualifications

• High school diploma or equivalent required.
• Two years' professional experience in coordinating or marketing instructional courses.
• Associate's degree is preferred.

Responsibilities

• Provides excellent customer service to internal and external customers via walk-in, phone, and email.
• Coordinates training and continuing education requests with participating agencies.
• Supports course setup and scheduling with data entry and recordkeeping.
• Tracks training materials and inventory and ensures required items are available for each course.
• Assists with instructor coordination and credential documentation requirements.
• Supports training, marketing and communications by drafting emails and updating course information on the college website.

Skills

Customer service

Communication

Data entry

Organization

Microsoft Office

Time management

Education

High school diploma or equivalent

Associate's degree (preferred)

Job description

This is a 29 hour per week position. The Administrative Assistant coordinates training courses for Law Enforcement, the Department of Adult Corrections, Emergency Medical Services (EMS), and Fire Departments, and manages course requests from local agencies. This position supports course set up and scheduling, maintains and tracks training inventory, helps ensure classroom readiness, and assists with instructor credential verification. In addition, the role supports the training simulator by helping prepare scenarios and ensuring required maintenance and readiness documentation is completed.

Essential Duties and Responsibilities

• Provides excellent customer service and assistance to internal and external customers through walk-in, telephone and email
• Coordinates training and continuing education requests by communicating with participating agencies, collecting required information, and ensuring requests are processed accurately
• Supports course setup and scheduling by completing clerical data entry, maintaining records, and assisting with the creation of course schedules
• Tracks training materials and inventory by maintaining organized records, monitoring supply levels, and helping ensure required items are available for each course
• Assists with instructor coordination by helping schedule qualified instructors, confirming availability, and supporting credential documentation requirements
• Supports training, marketing and communication efforts by drafting and sending email updates to relevant agencies, posting course information on the college website (as assigned), and helping prepare promotional materials (e.g., flyers)
• Prepares instructional and student materials by organizing handouts, forms, sign-in sheets, and any course-required paperwork for distribution
• Maintains training documentation compliance by ensuring checklists and supporting forms are completed accurately and uploaded to designated systems or locations
• Collaborates with instructors to confirm course materials are prepared, accessible, and ready for successful delivery
• Ensures classroom preparedness and adherence to safety procedures by following established safety guidelines and maintaining an organized learning environment
• Supports simulator operations by helping prepare scenarios, organizing required setup materials, and assisting with readiness for scenario delivery
• Tracks simulator-related maintenance and readiness tasks by documenting maintenance needs, assisting with follow-up items, and working with technicians to support testing and maintenance requirements
• Performs additional clerical, tracking, and organizational tasks as assigned to support the College's mission, core values, and operational goals

Minimum Qualifications

High school diploma or equivalent.

Two (2) year's professional experience in developing, coordinating, and/or marketing instructional courses/programs or delivering instructional courses/programs.

Preferred

Associate's degree from a regionally accredited institution of higher learning.

Photography and/or video production experience.

Knowledge, Skills and Abilities

Knowledge

• Knowledge of college programs, services and procedures relating to workforce development programs
• Clerical procedures, recordkeeping, and basic data entry/document management
• Training/course setup and scheduling support processes
• Inventory and materials tracking procedures

Skills

• Excellent interpersonal, written and verbal communication skills and possession of a high degree of discretion, judgement, tact and poise.
• Proficiency with Microsoft Office
• Comfortable with technology and basic troubleshooting (able to diagnose and resolve common technical issues effectively)
• Strong attention to detail for accurate completion of forms, checklists, and records
• Strong problem-solving and time management skills
• Coordination skil s to work with instructors and agency representatives.

Abilities

• Ability to maintain accurate records while meeting deadlines and follow-up requirements
• Ability to multi-task, organize, prioritize, and complete multiple projects with strong attention to detail
• Ability to handle requests professionally, maintain discretion with sensitive/confidential information, and uphold professionalism
• Ability to collaborate effectively with internal staff, instructors, and external agencies while maintaining effective working relationships
• Demonstrated ability to work effectively with culturally diverse student populations, including those with different levels of academic preparation and varying physical and learning abilities and socioeconomic levels