Workforce Development Administrative Assistant Job at Community College System o

SCOPE OF WORK:

To provide administrative and technical assistance and support to the operations of the Workforce Education Center. This position reports to the Director of Workforce Development and Community Education.

ACCOUNTABILITIES:

• Assists with developing course schedules, assigning rooms based on instructor needs, building schedules in Banner, and creating registration materials for onsite and online programs, including CANVAS setup.
• Manages the registration process for workshops/courses, including invoicing, payments, attendee lists, and communication from confirmation to completion. Ensures all required documents are received before the first class.
• Maintains attendance records, tracks enrollment data, enters grades in Banner, and issues certificates. Coordinates the assessment/feedback process for workshops.
• Responds to student inquiries (email and phone), referring to the Director or Program Coordinators when needed.
• Responds to instructor inquiries, shares workshop resources, communicates enrollment updates, and handles course cancellations.
• Manages contracts and payments for Dental Coordinators and WF instructors (both independent contractors and NHTI faculty). Sets up new instructors in Banner and modifies contracts as necessary.
• Assists in preparing agreements, contracts, and invoices for businesses, industries, and organizations for customized training/events.
• Coordinates with the Bursar on workshop payments, vendor/client invoices, and student refunds. Prepares Bursar logs.
• Oversees the printing and distribution of marketing materials and prepares mailing lists for course/workshop promotions.
• Provides administrative support for WF outreach initiatives such as summer fairs, high school camps, and special events.
• Assists with records management and continuous process improvement.
• Complies with all college, system, state, and federal regulations.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS:

Education: Associate degree from a recognized college or university in business administration, management, computer technology or other technology-related field, education, human resources, or marketing.

Experience: Three years of experience in office or business management activities. business administration, management, computer technology or other technology-related field, human resources, marketing/sales or corporate training with responsibility for program planning, monitoring, and evaluation.

License/Certification: Valid driver’s license required.

DESIRED QUALIFICATIONS: Strong organizational and communication skills. Strong interpersonal skills. Competence using Microsoft Office and Excel to organize and display data. Knowledge of Banner and Student Information Systems.

RECOMMENDED WORK TRAITS: Knowledge of the organization and operations of the departments or operational unit. Knowledge of modern office practices, procedures and equipment. Knowledge of English, spelling and arithmetic. Knowledge of record keeping and reporting. Knowledge of the policies, procedures and regulations pertaining to departmental programs. Knowledge of the principles and practices of program administration. Ability to gather, assemble, correlate, and analyze facts and identify existing or potential problems. Ability to contribute to the continual development of sound operational procedures. Ability to make sound judgment in appraising situations and making routine decisions. Ability to follow specific instructions in gathering facts, data or resources in organizing required information. Ability to make decisions based upon fact-finding interviews within the parameters of the rules and policies of the agency. Ability to work with diverse populations and explain programs sponsored by the college. Ability to present ideas clearly and effectively. Ability to establish and maintain effective working relationships with student, co-workers, management, and the public. Must be willing to maintain an appearance appropriate to assigned duties and responsibilities as determined by the college appointing authority.

DISCLAIMER STATEMENT: This class specification is descriptive of general duties and is not intended to list every specific function of this class title.

Notice of Non-Discrimination: The Community College System of New Hampshire is an equal opportunity employer. The Community College System of NH does not discriminate on the basis on race, creed, color, religion, national or ethnic origin, age, sex, sexual orientation, gender identity and expression, physical or mental disability, genetic information, or law enforcement, or military, veteran, or marital status.