Program Assistant, Legal Professions

Cuyahoga Community College; Parma, Northern (OH, KY); Hybrid; USD 40,000 - 45,000; Full time

Job summary

Cuyahoga Community College seeks an organized front office coordinator to support Paralegal Studies, Criminal Justice, and Captioning and Court Reporting programs. You will manage student records, handle inquiries, and facilitate online and in-person processes.

Responsibilities include data entry, scheduling, correspondence, and maintaining filing systems. Strong MS Office skills and attention to detail are essential in a busy college setting.

Qualifications

• Associate’s degree in a related field; significant related experience may substitute
• Minimum of two years of demonstrated experience in a student-focused role in an educational environment
• Demonstrated experience making sound decisions that affect a work unit or team
• Demonstrated experience in diverse problem-solving methods in varied situations

Responsibilities

• Manages the day-to-day front office activities of the program.
• Maintains accurate program data and updates student and program records in the database.
• Serves as primary point of contact for program inquiries and applications.
• Schedules classrooms, facilities, and workshop presenters for assigned campus.
• Assists in data collection for program reports.
• Prepares correspondences for emails and marketing purposes.
• Creates the schedule for interview and intake appointments.
• Maintains an efficient program filing system.
• Assists in developing program brochures and other marketing materials.
• Manages inventory of departmental property, supplies and office equipment and processes orders.

Skills

Organizational skills

Time management

Customer service

Communication skills

Team collaboration

Education

Associate’s degree in a related field

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Ad Astra

Banner System

Job description

Reports To: Associate Dean Business & Legal Professions

Recruitment Type: External/Internal

Requisition ID:req6662

Employment Type: Full-Time Support Staff

Union Position: Non-Union

Work Schedule: standard hours. M-F 8:30 am - 5:00 pm

Number of Openings: 1

Job Description

SUMMARY

Serves as an initial contact and information resource for newstudents and staff as needed, primarily for the Paralegal Studies, CriminalJustice, and Captioning and Court Reporting programs. Manages student online records andfacilitates a variety of student processes both online and in person.

ESSENTIAL FUNCTIONS

• Manages the day-to-day front office activities of the program.
• Maintains accurate program data and is responsible for updating student and program records in the database in a timely fashion.
• Serves as primary point of contact for program inquiries and applications.
• Schedules classrooms, facilities, and workshop presenters for assigned campus.
• Assists in the data collection for preparation of program reports.
• Prepares correspondences for emails and marketing purposes.
• Creates the schedule for interview and intake appointments.
• Maintains an efficient program filing system.
• Assist in developing program brochures and other marketing materials to meet the program needs.
• Manages inventory of departmental property, supplies and office equipment and process orders efficiently as needed.
• Greets visitors and prospective participants, responds to requests for information, places and receives phone calls, and handles mail.
• Organizes office bulletin boards and office space.
• Serves as information liaison for staff, faculty, administrators and parents.
• Responsible for the overall coordination and supervision of work study students.
• Contributes to program’s bi-weekly and monthly reports.
• Contributes to the course evaluation process for the Paralegal Studies Program.
• Updates program websites as needed, including managing paralegal job opportunities board.
• Performs other duties as assigned.

REQUIRED QUALIFICATIONS

EDUCATION AND EXPERIENCE/TRAINING

• Associate’s degree in a related field
  • Significant related experience may substitute for education.
• Minimum of two years of demonstrated experience in a student-focused role in an educational environment.
• Demonstrated experience making sound decisions that affect a work unit or team.
• Demonstrated experience in a role requiring diverse problem-solving methods in a variety of situations.

KNOWLEDGE, SKILLS and ABILITIES

• Possess strong organizational and time-management skills.
• Possess excellent written, verbal and interpersonal communication skills.
• Ability to foster a team environment and work collaboratively.
• Ability to research and analyze issues and develop solutions.
• Ability to manage multiple projects simultaneously in a deadline-driven environment.
• Ability to work accurately with great attention to detail.
• Possess excellent customer service skills and proven ability to develop and sustain productive customer relationships.
• Ability to effectively respond to requests from multiple levels of the College in various departments.
• Demonstrated basic project management skills.
• Demonstrated basic proficiency with Microsoft Outlook, Word, and Excel.
• Ability to confidentially and discreetly handle subject matters requiring privacy and sensitivity.
• Ability to develop and maintain relationships with key contacts to enhance workflow and quality.
• Possess basic knowledge of fundamental nursing concepts, practices and procedures and ability to apply in varied situations as it pertains to the departmental focus.
• Possess sensitivity to appropriately respond to the needs of students and the community.

COMPETENCIES

CRITICAL COMPETENCIES

• Service Focus
• Communication
• Quality of Work

PREFERRED QUALIFICATIONS

EDUCATION AND EXPERIENCE/TRAINING

• Demonstrated higher education experience

KNOWLEDGE, SKILLS and ABILITIES

• Demonstrated proficiency with Ad Astra
• Demonstrated proficiency with the Banner System
• Demonstrated proficiency with the Microsoft Office (Specifically Excel)

PHYSICAL DEMANDS/WORKING CONDITIONS

(The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.)

• The work is performed in a normal, professional office environment.
• The work area is adequately lit, heated, and ventilated.
• Typically, the employee may sit comfortably to perform the duties of the job and will perform repetitive motions with hands/fingers using a computer mouse and keyboard to type. However, there may be some walking; standing; bending; carrying light items such as papers, files, pamphlets, books, etc.
• Work may also require walking and standing in conjunction with travel to and attendance at meetings and conferences away from the worksite.

Target Starting Salary Range: $40,000 to $45,000

The final offer for the successful candidateis targeted to fall within this range but will be based upon an assessmentofinternal equity, the unit’s available budget, and the candidate’squalifications in relation to the minimum and/or preferred jobrequirement(s).

Special Note

If hired, you must reside in the state of Ohio and be within commuting distance of this work location/campus to respond to onsite work demands upon the employment start date and throughout the duration of your employment with the College, as outlined in 3354:1-40-01.1 Recruitment and Selection Procedure .

Equal Opportunity Statement

Cuyahoga Community College is committed to attaining excellence through the recruitment and retention of a qualified workforce. Cuyahoga Community College is an equal employment/educational opportunity institution.