Senior Administrative Assistant

Title: Senior Administrative Assistant

POSITION SUMMARY
To provide overall support for the operations of the Center for Workforce Development and Continuing Education on a wide variety of administrative duties, special projects and strategic initiatives.

ESSENTIAL JOB FUNCTIONS/JOB DUTIES AND RESPONSIBILITIES
Creates client, instructor, vendor and professional services contracts. Prepares monthly and annual workforce reports. Maintains and updates US DOL Rapids and Appian systems. Coordinates/ supports management of WIOA program and student information. Maintains department appointment schedule, arranging meetings and interviews as necessary. Prepares routine correspondence, reports, forms and other documents and assists in assembling information for various reports and projects. Provides general office management and clerical assistance with copying, printing documents, filing, maintaining records, making phone calls and processing incoming/outgoing mail, FedEx and UPS parcels. Arranges travel, conferences, appointments, special events and other business activities. Submits and reconciles expense reports. Initiates and processes office purchases, requisitions, monthly purchase reconciling and payment services for the department. Assesses inquires directed to the department and determines the proper course of action, and delegates to the appropriate individual to manage the response. Assists visitors and callers by providing information or referring them to the appropriate person. Assists with operational needs on campus and events.

Analyzes and interprets directives, policies, procedures, guidelines, etc. Performs administrative duties associated with contracts, purchasing and budgeting, including managing contracts, entering requisitions, corresponding with vendors regarding invoices and tracking budget line items. Maintains and updates Workforce Training Program Offerings (ex: Courses, Schedules), Student Information, and Training Provider Information within the Workforce Training Registration System and alerts Workforce leadership of issues with Programs and/or other data within the Workforce Training Registration System. Maintains a record system for all current and expired contracts for the Center for Workforce Development & Continuing Education, including tracking renewal and expiration dates for action. Assists with the department's audit process to provide contractual commitments to auditors, as needed. Develops and maintains a variety of records, using both manual and electronic filing systems. Provides administrative support to workforce instructors and team members, including assisting with scheduling, document preparation, and logistical coordination as needed. Supports the creation of presentations by compiling data, organizing content, and formatting materials for workforce initiatives.

REQUIRED QUALIFICATIONS
Associates Degree

Three (3) years' experience in direct administrative support to management

Proficiency in Microsoft office

PREFERRED QUALIFICATIONS
Bachelor's degree from an accredited institution

Five (5) years' experience in administrative support

Certified Administrative Professional Certification (CAP)

Familiarity with Banner, DocuSign, Dynamic Forms, and SciQuest/Jagger systems

Experience with project management

Experience with US DOL Rapids, Appian systems and WIOA programs

KNOWLEDGE, SKILLS AND ABILITIES
Proven ability to balance multiple priorities, stay organized, and adapt to changing situations while meeting tight deadlines and short turnaround times. Discretion, judgment and ability to handle confidential matters. Must be able to work independently, use initiative and make substantive decisions quickly. Ability to communicate effectively verbally and through written correspondence as well as in communicating with individuals in one-on-one situations. Exceptional listening skills, interpersonal skills, diplomacy and the ability to effectively interact and build trusted relationships with diverse internal and external constituencies. Proficiency with word processing, spreadsheets and presentation software. Ability to prepare executive level documents, reports and presentations.

Open Until Filled: Yes

Rate of Pay: $45, $54,873.00 depending on experience

Special Instructions to Applicants: Unofficial transcripts are acceptable for the application process. Official transcripts are required upon hire. Applicants may be subject to a background check.