Adult Education Administrative Specialist III

Arkansas State Mid-South; West Memphis (AR); On-site; USD 30,000 - 35,000; Full time

Job summary

Join a forward-thinking educational institution as an Administrative Specialist, where you will play a crucial role in supporting the Adult Education program. This full-time position offers a dynamic work environment, requiring a blend of technical and interpersonal skills to ensure efficient operations. You will be responsible for administrative tasks, grant compliance, and promoting Adult Education initiatives. The ideal candidate will demonstrate strong organizational abilities, effective communication skills, and a commitment to professional growth. If you thrive in a fast-paced setting and are passionate about education, this opportunity is perfect for you.

Qualifications

• High school diploma required; associate degree preferred.
• Strong working knowledge of Microsoft Office and Google Docs.

Responsibilities

• Provide administrative and operational support for the Adult Education program.
• Assist with grant compliance activities and maintain documentation.

Skills

Interpersonal Skills

Communication Skills

Organizational Skills

Multitasking

Attention to Detail

Education

High School Diploma

Associate Degree

Tools

Microsoft Office

Google Docs

Job description

Immediate Supervisor: This position reports directly to the Director of Adult Education.

General Description: This a full-time, 40 hour per week grant-funded position that includes days and some evening hours at the ASU-Mid-South campus and at some off-site locations. The Administrative Specialist assists the Director by providing administrative and operational support for the Adult Education program. The successful candidate will possess a combination of technical and interpersonal skills that will enable them to work efficiently and effectively in a fast-paced office environment.

Responsibilities:

• Serve as primary administrative and front desk support
• Answer the phone, respond promptly to emails, and receive guests in a manner that is both professional and welcoming.
• Maintain the Adult Education calendar and schedule appointments, ensuring colleagues are informed and students are served in a timely and efficient manner.
• Assist the Department in communicating technical support needs to IT.
• Maintain the Adult Education Inventory.
• Prepare and gather information and materials for meetings, discussions, and decision-making.
• Assist with grant compliance activities.
• Meet regularly with grant compliance officer(s) to ensure all requirements of the grant are consistently followed and documented to meet state and federal grant guidelines.
• Maintain all required grants documentation in a manner that ensures it is accurate and readily accessible.
• Organize and manage the Department’s Grants Repository Folder, Google Drive, and SharePoint.
• Maintain and update employee files in a timely manner, including leave requests, accrued leave documents, PARS, time sheets, etc.
• Promote Adult Education to internal and external constituents
• Assist the Adult Education Department in student recruitment and retention efforts.
• Work with other departments to promote Adult Education and the advancement of Adult Ed students to post-secondary education or workplace opportunities.
• Share upcoming events and activities with Marketing Department, as needed, for promotion.Initiate updates to the department’s website and social in a timely and accurate manner, ensuring program and departmental content remains current and fresh.
• Assist the Director, as needed, in representing Adult Education at internal and external events.
• Respond to internal and external requests for assistance with courtesy, efficiency, and accuracy:
• Facilitate room reservations and maintenance requests.
• Manage conference room scheduling for Workforce Partners Use.
• Provide support for the coordination, planning, and hosting of Regional/State trainings, outreach programming, and other similar events.
• Serve as a backup to the Adult Education Testing Coordinator
• Assist as needed with the administration of tests, including TABE testing for program enrollment, Post-TABE, GED Ready Test, GED Official, CRC, assessment/placement test, and other tests.
• Collaborate with the Adult Education Disabilities Coordinator and testing agencies to provide students with appropriate testing accommodations.
• Engage in professional development for job enhancement and growth
• Complete the necessary requirements to become a certified test administrator.
• Attend conferences and/or workshops to learn about developing practices and program requirements.
• Attend college advisory and registration meetings and other workshops related to student retention and success.
• Complete the required number of professional hours for program compliance.
• Performs other duties as assigned and appropriate.

Qualifications: High school diploma required; associate degree preferred. Strong working knowledge of Microsoft Office applications and Google Docs. Must be able to effectively organize and maintain files and records and operate standard office equipment. Must demonstrate strong interpersonal, telephone, written and oral communication skills. Must have a demonstrated track record of professional dependability and reliability, including punctuality and attention to detail, as well as the ability to work both without supervision and as part of a team. The ability to multitask and manage competing priorities is essential.

Salary: $30,160 Commensurate with education, experience, and credentials

Please note that ASU Mid-South requires a criminal background check as part of the employment process as well as a driver’s license verification.

Required Application Materials:

• a letter of interest specifying the position sought,
• a completed ASU Mid-South application for employment, including contact information for three professional references who can attest to the candidate’s qualifications for this position,
• a resume or curriculum vitae, and
• Copies of college transcripts relevant to the position of interest.

For an application to be considered, all requested materials must be submitted either by mail, email, fax, or personal delivery to:

ASU Mid-South and the Arkansas State University System are Equal Opportunity/Affirmative Action Employers