Administrative Professional, Adult Training and Development

Meridian Technology Center; Stillwater (OK); On-site; USD 32,000 - 42,000; Full time

Job summary

An educational institution in Stillwater, Oklahoma seeks an Administrative Professional for its Adult Training and Development department. The role involves handling receptionist duties, managing correspondence, and facilitating student inquiries for medical courses. A Bachelor's degree is preferred, alongside skills in Microsoft Office and strong communication abilities. This is a full-time position with working hours from 7 a.m. to 4 p.m., Monday to Friday. Salary is commensurate with experience.

Qualifications

• Bachelor’s degree or appropriate certificate of training preferred.
• Excellent human relations and communication skills required.
• Proficiency in Microsoft Office required.
• Excellent typing, composition, and proofreading skills required.
• Excellent organizational skills and the ability to prioritize are required.
• Must have the ability to work in a fast-paced environment with accuracy.
• High level of confidentiality required.

Responsibilities

• Perform receptionist tasks, i.e. answering telephone, greeting students and guests.
• Prepare and manage correspondence: emails, memos, letters, etc.
• Facilitate questions from current and prospective students for short-term medical courses.
• Maintain files for adjunct instructors, classes and documentation concerning programming.
• Enter and maintain information in the student information system for instructors, classes and students.
• Facilitate enrollments for all short-term medical courses at the Main, South, and Perry locations.
• Maintain current AEFL student, staff, and program information in LACES Literacy Pro reporting system.
• Maintain and place orders for instructional materials and supplies when necessary or requested.
• Coordinate with others on classroom assignments, update facilities calendar and prepare event sheets.
• Working with adjunct instructors, ensure all course materials (books and supplies) are prepared and available prior to scheduled class times.
• Facilitate questions from current and prospective students for short-term medical courses.
• Prepare and manage invoicing for client memorandums of understanding, enrollment letters of authorization, interdepartmental transfers, etc.
• Act as an extension of the Bursar as needed.
• Prepare all contracts, requisitions, timesheets, and monthly payroll for adjunct test proctors and instructors for short-term medical courses.
• Maintain and update American Heart Association files for all affiliated instructors, course materials and records, including submission of participant eCards according to AHA guidelines.
• Cover switchboard for lunches/breaks as needed.
• Utilize work time efficiently between the hours of 7 a.m. and 4 p.m. and report any exceptions to the Director of Adult Training and Development.
• Promote Meridian Technology Center, its programs and employees at every available opportunity.
• Actively support and model MTC’s Culture of Excellence by demonstrating a commitment to the Standards of Excellence, continuous improvement initiatives, collaboration, innovation, and delivering high-quality service to students, staff, and the community.
• Abide by all policies and procedures adopted by the MTC Board of Education.
• Live out MTC’s Mission, Vision and Values in daily work and interactions. Uphold and model the values
• Relationships – Act in the best interest of others
• Excellence – Deliver superior services
• Innovation – Integrate new ideas with courage
• Integrity – Model honesty and trust in all we do
• Empowerment – Provide the framework and resources to succeed
• Impact – Commit to enrich each life we touch
• Attend staff meetings as requested by the Superintendent, Executive Director of Workforce and Economic Development, or the Director of Adult Training and Development.
• Complete other duties, tasks, or projects as requested by the Executive Director of Workforce and Economic Development or the Director of Adult Training and Development.

Skills

Excellent human relations and communication skills

Proficiency in Microsoft Office

Excellent typing, composition, and proofreading skills

Excellent organizational skills

Ability to work in a fast-paced environment

High level of confidentiality

Education

Bachelor’s degree or appropriate certificate of training

Tools

LACES Literacy Pro

AEFL reporting system

MS Office suite

Job description

Administrative Professional, Adult Training and Development

Qualifications

• Bachelor’s degree or appropriate certificate of training preferred.
• Excellent human relations and communication skills required.
• Proficiency in Microsoft Office required.
• Excellent typing, composition, and proofreading skills required.
• Excellent organizational skills and the ability to prioritize are required.
• Must have the ability to work in a fast‑paced environment with accuracy.
• High level of confidentiality required.

Responsibilities

• Perform receptionist tasks, i.e. answering telephone, greeting students and guests.
• Prepare and manage correspondence: emails, memos, letters, etc., as required.
• Prepare and submit reports required by the Oklahoma Department of Career & Technology Education.
• Maintain files for adjunct instructors, classes and documentation concerning programming.
• Enter and maintain information in the student information system for instructors, classes and students.
• Facilitate enrollments for all short-term medical courses at the Main, South, and Perry locations.
• Maintain current AEFL student, staff, and program information in LACES Literacy Pro reporting system.
• Maintain and place orders for instructional materials and supplies when necessary or requested.
• Coordinate with others on classroom assignments, update facilities calendar and prepare event sheets.
• Working with adjunct instructors, ensure all course materials (books and supplies) are prepared and available prior to scheduled class times.
• Facilitate questions from current and prospective students for short-term medical courses.
• Prepare and manage invoicing for client memorandums of understanding, enrollment letters of authorization, interdepartmental transfers, etc.
• Act as an extension of the Bursar as needed.
• Prepare all contracts, requisitions, timesheets, and monthly payroll for adjunct test proctors and instructors for short-term medical courses.
• Maintain and update American Heart Association files for all affiliated instructors, course materials and records, including submission of participant eCards according to AHA guidelines.
• Cover switchboard for lunches/breaks as needed.
• Utilize work time efficiently between the hours of 7 a.m. and 4 p.m. and report any exceptions to the Director of Adult Training and Development.
• Promote Meridian Technology Center, its programs and employees at every available opportunity.
• Actively support and model MTC’s Culture of Excellence by demonstrating a commitment to the Standards of Excellence, continuous improvement initiatives, collaboration, innovation, and delivering high-quality service to students, staff, and the community.
• Abide by all policies and procedures adopted by the MTC Board of Education.
• Live out MTC’s Mission, Vision and Values in daily work and interactions. Uphold and model the values
  • Relationships – Act in the best interest of others
  • Excellence – Deliver superior services
  • Innovation – Integrate new ideas with courage
  • Integrity – Model honesty and trust in all we do
  • Empowerment – Provide the framework and resources to succeed
  • Impact – Commit to enrich each life we touch
• Attend staff meetings as requested by the Superintendent, Executive Director of Workforce and Economic Development, or the Director of Adult Training and Development.
• Complete other duties, tasks, or projects as requested by the Executive Director of Workforce and Economic Development or the Director of Adult Training and Development.

Physical Demands

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary. Must be able to occasionally lift items weighing as much as 25 pounds.

Work Hours

Monday through Friday 7 a.m. - 4 p.m.

12-month position

Standards of Performance

The Administrative Professional, Adult Training and Development, will be evaluated on the previously listed responsibilities to determine satisfactory compliance. These evaluations will determine salary increases and career advancement possibilities.

FLSA Classification

Non-exempt

Salary

Commensurate with experience.

Available

Immediately