Administrative Specialist I - AFTA

Southern Arkansas University Tech; Camden (AR); Sur place; USD 35 000 - 48 000; Plein temps

Résumé du poste

Southern Arkansas University Tech's Arkansas Fire Training Academy seeks an Administrative Specialist I to provide essential on-campus support for Haz Mat and Firefighter courses. This 12-month, 40-hour/week role requires meticulous data entry, enrollment coordination, and document management to ensure smooth program operations.

You will work closely with instructors and the Director to prepare class rosters, certificates, and graduation packets, while coordinating dorm housing and student

Qualifications

• Must be able to perform each essential duty listed.
• Experience with typical computer software programs.
• Driver’s License.
• Background check required.

Responsabilités

• Coordinate enrollment for Haz Mat and Firefighter I & II courses.
• Enter student information in database.
• Create class rosters and certificates.
• Manage dormitory accommodations and student check-ins/outs.
• Communicate with instructors and students about enrollments and documentation.

Connaissances

Office coordination

Data entry

Record keeping

Self-starter

Independent work

Attention to detail

Communication

Time management

Outils

Records management system

Fax & copy machines

Description du poste

Job Summary

This is a 12-month position under the supervision of a Division Manager, Director, or Deputy Director of the Arkansas Fire Training Academy. The Administrative Specialist I provides administrative support for on-campus and off-campus firefighter training programs. This position is governed by agency/institution policy.

This is a 12-month, 40 hours per week, on-campus position. If not residing in Camden or surrounding area, relocation is required.

All SAU Tech employees are expected to demonstrate excellence in interpersonal behaviors and be committed to effective collaboration with colleagues. Joining the SAU Tech family requires a commitment to creating and cultivating caring environments through the intentional inclusion of all staff in student success efforts.

SAU Tech and the State of Arkansas does not discriminate in access to employment opportunities or in employment practices on the basis of race, color, religion, sex, national origin, age, disability or genetic information.

Applicants will be contacted via email with information regarding the position. Please monitor the email address provided in your application for updates.

ESSENTIAL FUNCTIONS STATEMENTS

Specifically, the job assignment includes:

• Coordinate and administer enrollment for on-campus Haz Mat, Firefighter I, Firefighter II, and Driver Operator courses.
• Utilize records management system
• Enter student information in database extensively
• Thoroughly and accurately
• Ensure prerequisite(s) requirements have been met
• Create class rosters
• Print and send meal invoices
• Operate office equipment such as fax and copy machines
• Process and maintain student applications
• Student enrollment
• Managing waitlists
• Related course documentation
• Review student paperwork to ensure all required documentation is completed and submitted prior to the beginning of class.
• Prepare graduation packets and required documentation for student completing courses.
• Working with the Director to get certificates signed
• Ensuring students receive grade sheets, certificates, etc.
• Create and prepare student name tags for each class
• Assign and coordinate dormitory accommodations for students attending on-campus training.
• Check students in at the beginning of each class
• Check students out at the end of each class
• Conduct dorm checks
• Create and administer weekly online tests for on-campus Firefighter I and II programs
• Create and administer online unit tests for all off-campus Firefighter I and II programs
• Maintain testing materials and records for Firefighter training programs
• Assist instructors with administrative duties
• Paperwork
• Student documentation
• Other related needs
• Maintain accurate and organized student records
• Grades
• Applications
• Test results
• Course documentation
• Coordinate administrative requirements for the Firefighter I and II programs conducted throughout the state
• Process and maintain off-campus program documentation
• Applications
• Grades
• Testing records
• Other required documentation
• Communicate with instructors, students, and departments regarding applications, enrollment, testing, course requirements, and documentation.
• Monitor course requirements and deadlines to ensure classes are prepared to begin and students have completed all necessary requirements.
• Provide administrative support during classes.
• Testing
• Answering questions
• Assisting with classroom project oversights
• Perform general duties
• Greet guests
• Keep work and other areas clean and orderly
• Assist students with requests, directions, IDs, or direct to the appropriate person
• Participate in organization and institutions goings on such as job fairs and other student driven initiatives at the Fire Academy, SAU Tech, or other locations as requested and able

MINIMUM POSITION QUALIFICATIONS

• Must be able to perform each essential duty listed
• Experience with typical computer software programs
• Driver’s License
• Background check required

PREFERRED QUALIFICATIONS

• 2 years of experience in an office setting
• Prior experience at SAU Tech or in Fire Service Training

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of grammar, punctuation and spelling
• Knowledge of general office procedures
• Knowledge of record-keeping procedures
• Must be a self-starter and driven
• Ability to think proactively and function independently
• Ability to extract and organize information

• Use organizational equipment to input, review, and access records and other software programs

Perform data entry relevant to record keeping and maintain required records and test banks.

SUPPLEMENTAL INFORMATION

• Application cannot be completed and submitted using a mobile device.
• A background check is required.
• Applicants will be contacted via email with information regarding the position. Please monitor the email address provided in your application for updates.
• SAU Tech offices are to be well-lit with artificial light.
• This is an on-campus position. If not residing within a reasonable commuting distance from Camden, AR, relocation is required.

WORK ENVIRONMENT

Arkansas Fire Training Academy personnel have regular contact with the general public, students, co-workers and SAU Tech teammates. Work hours may be atypical and work is conducted in and out doors regardless of weather. Occasional travel may be required. We want our employees to feel safe and happy. We prohibit discrimination based on race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, disability, age, or genetic information. We are committed to maintaining a workplace that’s free of harassment. We will not tolerate anyone intimidating, humiliating or sabotaging others in our workplace or in cyberspace.