"Administrative Assistant I, Operations"

Job Description

Performs a variety of duties related to the delivery of Continuing Education classes. Data entry of courses and classes, program support for CE Professional Staff, maintains records and files, prepares reports, and other clerical tasks. This position is in-person at the Blong Tech Center, Davenport, IA

Benefits package

• Starting annual PTO: 84 hrs vacation, 112 hrs sick and 16 hrs personal time (prorated if starting mid-year)
• 11 Paid Holidays off, Summer additional time off with 36 hour work week
• Retirement plan (TIAA or IPERS (pension)) with 9.44% employer contribution
• Early retirement option after 10 years of service and age requirement – starting at 50% of salary paid in 1st yr of retirement
• EICC Tuition reimbursement for employees and their dependents
• State employee discounts for phone, hotels, museums, etc.
• Employer paid & voluntary Life insurance
• Employer paid Long Term Disability insurance
• YMCA membership discount as low as $7/month for single plans
• Employee Assistance Program
• Medical, Dental, and Vision coverage
• Additional retirement options

Required Qualification

• Associate's degree required
• Two years successful related job experience.
• Demonstrated ability to organize data, work independently and meet deadlines, and work accurately under pressure.
• Ability to communicate and relate well with faculty, administrators, students and the public is critical.
• Must possess computer proficiency using various software applications, including Microsoft Office Suite Applications. Experience with Enrollment Management Software systems helpful.

Typical Duties and Responsibilities

• Serves as frontline greeting/reception for students, gives routine information regarding classes, CE programs and services, processes incoming phone calls, and directs customers to appropriate CE staff to meet educational needs.
• Supports CE Professional Staff by providing data entry of non-credit courses, classes, proposals, and contracts into Lumens enrollment management system, scheduling rooms, printing and mailing out student certificates, monitoring student registration and tracking progress, ordering books and supplies, compiling handouts, assembling and sending out class materials, contacting instructors, creating attendance sheets, and managing book inventories.
• Schedule and organize complex activities, prepare professional general correspondence, maintain state, national, departmental and programming reports, spreadsheets, records, electronic files, etc. as needed, for all members of the department.
• Manages the collection and compilation of records for CE class attendance and grades, forwarding to CE Registration staff for entry into Lumens enrollment management system.
• Must operate within budget parameters, and in a fiscally responsible manner, when ordering class materials and office supplies. Prepares requisitions, budget change orders and journal entries, and monitors blanket PO's.
• Student and instructor support for Zoom processes for CE live online classes. Emailing materials to students for zoom classes.
• Assist Program Managers with design, layout and proofing of CE marketing materials, tabloids and publications.
• Handle confidential or sensitive information with discretion while working with students, student records, and other communications, and when preparing documents or recording minutes for executives or executive level meetings.
• Work independently to plan, prioritize and organize a diversified workload and recommend changes in office practices or procedures to improve overall process efficiencies.
• Work within a team on special projects, committees and task forces. Act as project manager for special projects at the request of the Associate Director of CE Operations, which may include planning, coordinating, researching, creating, or recording information.
• Learn duties of other operations staff through cross training.
• Performs other duties as assigned.