Intake/ Coordinator Assistant

Laredo College; Laredo (TX); On-site; USD 38,000 - 52,000; Full time

Job summary

Laredo College is seeking an Intake/Coordinator Assistant to organize and coordinate office operations, supervise work-study staff, and assist students with intake and eligibility. The role emphasizes strong clerical skills, bilingual communication in English and Spanish, and excellent customer service within a grant-funded position.

The ideal candidate will handle scheduling, records management, and coordination of department activities, while supporting staff and maintaining a professional

Qualifications

• HS diploma or equivalent.
• Two years of work experience requiring secretarial, clerical, and interpersonal skills.
• Valid Texas Driver’s License.

Responsibilities

• Perform secretarial/receptionist duties and maintain required records.
• Supervise college work-study employees and coordinate schedules.
• Assist in intake of students and eligibility verification.
• Prepare requisitions, timesheets, and travel forms with proper documentation.
• Maintain department file systems and records.
• Provide clerical/secretarial support and excellent customer service.

Skills

Secretarial skills

Clerical skills

Interpersonal skills

Customer service

Bilingual English/Spanish

Typing

Office equipment handling

Microsoft Word

Excel

PowerPoint

Microsoft 365

Google Docs

Adobe Acrobat

Database knowledge

Spreadsheet applications

Education

Associate’s Degree

Tools

Database software

Office equipment

Job description

Essential Duties and Responsibilities

The intake/coordinator assistant is responsible for organizing and coordinating office operations and procedures to ensure the effectiveness and efficiency of the department. Must be able to follow standard office procedures and be responsible for: college work-study employees and/or clerks, performing allduties assigned by the Director, Dean, Associate Provost, or Provost/Vice-President of Academic Affairs, caring for and maintaining office equipment, and maintaining accurate and complete records. The intake/coordinator assistant will provide the department with clerical, secretarial, and receptionist duties and excellent customer service. The work is of a responsible nature, requiring initiative and independent judgment while performing various complex functions as required. The intake/coordinator assistant assists in maintaining a respectful, safe, and professional office environment. This individual is responsible for advising and intake of students and assists with student eligibility determination and assessment.

This is a grant-funded position.

Characteristic Duties and Responsibilities

1. Performs secretarial/receptionist duties such as typing, mailing, maintaining required records, answering the telephone and taking messages, scheduling appointments, greeting office visitors, and providing department/program information.
2. Performs the associated duties of a cost center clerk and maintains office supply inventory.
3. Prepares, submits, and maintains departmental requisitions, new hire documentation, instructor agreements/contracts, timesheets, faculty leaves, and travel forms, ensuringall forms are accurate, complete, and accompanied by the appropriate required documentation.
4. Maintains an effective and efficient file management system for the department office.
5. Keeps accurate property inventory records for the department and staff offices.
6. Submits work orders for building, computer, and equipment maintenance.
7. Attends departmental meetings, prepares the meeting agenda and minutes, and/or make event arrangements.
8. Attends divisional meetings, training, workshops, and other activities as assigned.
9. Assists the Coordinator in scheduling substitutes for absent instructors.
10. Supervises work-study employees, including interviewing and hiring, formulates work schedules, assigns duties, verifies work hours, completes performance evaluations, and provides training on in-office procedures, policies, and operation of office equipment.
11. Provide assistance and support to students, staff, and/or faculty when necessary.
12. Responsible for intake and assisting new and returning adult students.
13. Advises adult learners of schedule and college services and maintains waiting lists.
14. Collect student information and required eligibility verification forms.
15. Assists in student and class data collection, including records maintenance as required by TWC.
16. Responsible for the verification of monthly reports.
17. Assists coordinators with orientations, testing coordination, and instructor requests.
18. Prepares professional development materials and assists with the scheduling and registration.
19. Performs other related duties assigned by the Director, Dean, Associate Provost and Provost/Vice-President of Academic Affairs.

NOTICE: Required Documents

To be considered for this position, you are required to upload your high school diploma or unofficial transcript or GED certificate. If recommended for this position an official transcript(s) will be required. If a license or certificate is required for this position, upload proof of your current license/certificate.

Required:

• High School graduate or equivalent.
• Two years of work experience that require secretarial, clerical, and interpersonal skills.
• Valid State Driver’s License.

Preferred:

• Associate’s Degree.
• One year of working with adult learners.

• The intake/coordinator assistant must display excellent communication skills, strong organizational skills, ability to handle multiple tasks, appropriate telephone etiquette, and be articulate in English and Spanish.
• Must maintain control under stress, and be able to work with frequent interruptions. In addition, this individual must have a cooperative attitude, display leadership abilities, and be able to communicate effectively verbally or in writing with students, campus visitors, and college staff.
• The intake/coordinator assistant must be able to type accurately, have knowledge of office machines, and be responsible for maintaining equipment, keeping an efficient work area, and accurate records.
• This individual must possess effective clerical and secretarial skills such as filing and word processing and be able to use modern office equipment.
• Must be proficient in using microcomputer applications, Microsoft Word, Excel, PowerPoint, Microsoft 365, Google Docs, and Adobe Acrobat.
• A microcomputer and database and spreadsheet application program knowledge are required.

Introductory Review Period

All hires are subject to a 90 day introductory review period.

Supervision Exercised

College work-study employees.

Supervision Received

Director.

Physical Requirements

While performing the duties of this job, the employee is regularly required to sit.
The employee is occasionally required to stand, walk, stoop, kneel, or crouch.
The employee must occasionally lift and/or move items weighing up to 50 pounds.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

Work is performed in a standard office environment.
Work inside a well-lighted and air-conditioned area most of the time.
The noise level in the work environment is usually quiet to moderate.

Safety

Required to work safely and follow safety rules.
Report unsafe working conditions and behavior.
Take reasonable and prudent actions to prevent others from engaging in unsafe practices.

Special Conditions

Immediate supervisor may assign other duties.
May be required to work outside regular working hours, as needed.
May be required to work at a different college work site or campus as needed.

EEO Statement

In compliance with Title VI of the Civil Rights Act of 1964, Executive Order 11246 and Title IX of the Education Amendments of 1972 and Section 504 of the Rehabilitation Act of 1973, Laredo College is open to all persons regardless of race, color, religion, sex, age, marital status, disability, or national origin who are otherwise eligible for admission as students. Furthermore, Laredo College is an Equal Opportunity Employer and no applicant or employee will be discriminated against because of race, color, religion, sex, age, marital status, disability or national origin. This institution will not enter knowingly into any contractual agreement for services or supplies with any firm failing to follow fair employment practices.

Foreign Degrees

Foreign degrees require an evaluation for United States equivalency from an approved stated education agency or having membership with the National Association of Credential Evaluation Services (NACES). Transcripts issued outside the United States of America require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached to your online application at the time of applying. For your convenience, we have provided the following links to assist you in complying with this requirement. However, you may use any other certified transcript evaluation service. http://tea.texas.gov/Texas_Educators/Certification/Out-of-state_Certification/Foreign_Credential_Evaluation_Services/ http://www.naces.org/members.htm

Disclaimer

The above description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job, nor is it intended to be an all-inclusive list of the skills and abilities required to do the job. Duties and responsibilities may change with business needs. LC reserves the right to add, change, amend, or delete portions of this job description at any time, with or without notice. Employees may be required to perform other duties as requested, directed, or assigned. In addition, reasonable accommodations may be made by LC as its discretion to enable individuals with disabilities to perform the essential functions.