Outreach Program Assistant

Black Hawk College; East Moline (IL); On-site; USD 19,000 - 25,000; Full time

Job summary

Black Hawk College is seeking an Outreach Program Assistant to provide front-line support for PaCE and Adult Education. The role handles registrations, payments, and referrals, while assisting instructors and maintaining a secure learning environment.

The position also involves coordinating with the Director and staff, managing confidential records, and representing PaCE at events.

Qualifications

• High school diploma or equivalent required.
• Associates degree preferred.
• Minimum one year of office clerical experience.
• Minimum two years of customer service experience.
• Proficiency with Microsoft Word, Excel, and Outlook.

Responsibilities

• Greet visitors and answer questions at the Outreach Center.
• Answer a multi-line phone system and direct calls or take messages.
• Assist students with enrollment paperwork and administer assessments.
• Accept PaCE registrations and collect payments when applicable.
• Provide back-up support to instructors and troubleshoot basic tech issues.

Skills

Customer service

Microsoft Office

Diversity & inclusion

Education

High school diploma or equivalent

Associates degree preferred

Tools

Banner

DAISI

Job description

The Outreach Program Assistant provides afternoon, evening, and occasional Saturday front-line support for the PaCE and the Adult Education Departments by answering questions, assisting Adult Ed students with paperwork, accepting PaCE registrations, collecting payments for PaCE when applicable, making appropriate referrals, and providing support to instructors. This position monitors evening activities to support a secure and orderly learning environment.

DESCRIPTION OF ESSENTIAL DUTIES

• a. Provides customer service by serving as receptionist - greeting Outreach Center visitors and students, answering questions, assessing student needs, making appropriate referrals, and providing directions.
• b. Answers a multi-line telephone system and directs calls to the proper person/department or takes messages when needed.
• c. Assists students with completing Adult Education enrollment paperwork and administers standardized assessment tests.
• d. Accepts PaCE registrations (in-person and by phone) and secures payment.
• e. Provides support to evening instructors. Assists with basic technical issues if ITS Help Desk is not available.
• f. Contacts students about class status/changes to upcoming or current PaCE classes.
• g. Contacts students who have completed PaCE career classes and records responses.
• h. Tracks PaCE post-class evaluation responses and information on PaCE registration forms.
• i. Orders/distributes office supplies for PaCE and resolves vendor issues.
• j. Mails PaCE schedules and flyers to BHC locations, libraries, and organizations. Notifies past and current PaCE students of upcoming classes and job opportunities through emails.
• k. Performs College for Kids and CommUniversity duties including but not limited to answering questions regarding the programs and entering student evaluation responses.
• l. Maintains confidential student files and records.

DESCRIPTION OF OTHER JOB DUTIES

• a. Maintains daily sheets to record changes as well as class status and assures that information is communicated to potential students.
• b. Represents PaCE and Adult Education at community/college information events.
• c. Performs general clerical duties such as filing, eliminating data from PaCE registration forms, completing standard office forms, and distributing mail.
• d. Serves as backup for entering Adult Education data into student information systems (Banner and DAISI) for student registration, testing, attendance, and progress.
• e. Performs other job-related duties as assigned.

OVERALL ACCOUNTABILITIES

• a. Demonstrates BHC core values.
• b. Maintains accuracy and timeliness of work.
• c. Communicates professionally and in pleasant manner with others.
• d. Maintains confidentiality of records and information.

PRINCIPAL WORKING RELATIONSHIPS

• a. Works directly and cooperatively with the Director of Professional and Continuing Education, Director of Adult Education, Associate Dean of Adult and Continuing Education, and all PaCE and Adult Education staff and faculty.
• b. Works cooperatively with all Black Hawk College faculty and staff.
• c. Works cooperatively with various vendors/suppliers.
• d. Works cooperatively with students, customers, and the general public.

(To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.)

REQUIREMENTS

• a. High school diploma or equivalent required. Associates degree preferred.
• b. Minimum of one year of work experience in an office setting performing clerical duties required.
• c. Minimum of two years of work experience providing customer service required.
• d. Work experience and proficiency in Microsoft Office (Word, Excel, and Outlook) required.
• e. Ability to work cooperatively with diverse populations required.

The above statements reflect the general details necessary to describe the principle functions of the described job; it is not an all-encompassing statement of all the work requirements that may be necessary to perform the job.