"Intake/Coordinator Assistant"

Duties and Responsibilities

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 all duties 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 Adult Education and Literacy students and assists with student eligibility determination and assessment. This a grant-funded position. The individual performs the essential duties to remain compliant with the Texas Workforce Commission (TWC) requirements. 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, ensuring all 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 works orders for building, computer, and equipment maintenance.
7. Attends departmental meetings, prepares the meeting agenda and minutes, and/or makes event arrangements.
8. Attends divisional meetings, trainings, 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 coordinating.
18. Performs other related duties assigned by the Director, Dean, Associate Provost and Provost/Vice-President of Academic Affairs.

Qualifications/Certifications/Licenses/Skills

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. This is a grant-funded position.
• Two years of work experience that requires secretarial, clerical, and interpersonal skills.
• Current Texas Drivers License

Preferred:

• Associates Degree
• Three years of secretarial experience and one year of working with adult learners.

Knowledge, Skills and Abilities

• 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.

Additional Information

Introductory Review Period:All staff hires are subject to a 90-day introductory review period.

Supervision Exercised
College work-study employees and/or clerks

Supervision Received
Director/Dean of Community Education

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.