PT - CTP Administrative Assistant

General Statement of Job

Under general supervision, the purpose of this position is to provide administrative, secretarial, recruitment, and clerical functions in support of the Customized Training Program (CTP) Program and Workforce Development Department of Pitt Community College’s Continuing Education. Provide assistance to students, industry customers and instructors in a variety of areas. Reports to the CTP Coordinator. Position located in the Farmville location.

Essential Job Functions

Provide students and industry customers with general information about Pitt Community College, and specific information regarding the CTP Program. Responds to questions/inquiries by students, industry customers and instructors, and assists same in completing paperwork and with a variety of other needs.

Receives visitors in the office and answers the telephone; handles calls, takes messages, or directs calls as appropriate.

Performs various clerical/secretarial duties in support of the Director and Coordinator and the Division including typing letters, memos, reports, course outlines/syllabuses/descriptions, tests, handouts, etc.; encoding registration and other information into computer; copying documents; picking up and distributing mail and class paperwork; maintaining and organizing office files; scheduling appointments, etc. Disseminates information and materials to division and other College offices.

Collects and processes class registration forms, class rosters, and course evaluations from students and industry customers; also prepares and processes third party billings/invoices. Sets up class files with registration forms, attendance sheets, in accordance with established criteria defined by the College and the North Carolina Community College System Requirements. Verifies all information for accuracy, contact appropriate individual when necessary to ensure all course paperwork/information is completed correctly. Makes changes as needed.

Researches student files as needed to prepare transcripts.

Performs a variety of personnel-related duties including collecting and processing contracts from instructors; obtaining and verifying employment forms; processing attendance sheets and submitting with prepared payroll sheet for check disbursement; maintaining current balances on instructors' salaries, travel, supplies and materials, etc.; and informing instructors of various aspects of program policies and procedures; etc.

Assist with and coordinates activities of Division and Departmental personnel with various functions within the College.

Maintains inventory of office equipment and supplies. Ensures that all equipment is maintained and serviced properly. Orders, picks up, and distributes supplies as needed.

Receives, reviews, processes, submits and/or files a variety of documents and reports including requisitions, course outlines/tests/syllabuses, various lists, personnel records/reports, extension quarterly report, monthly staff development plan, etc.

Operates and maintains a variety of standard office machines and equipment including computer, typewriter, copier, calculator, scanner, phone, etc.

Extracts computer information to generate statistical documents, reports, etc.

Assists with registration as and where needed.

Performs a variety of duties in support of the instructors including assembling instructor packets to include contracts, registration forms, rosters, course evaluations and attendance sheets; preparing and distributing needed materials and forms for instructors; etc.

Designs, reconstructs, and amends Continuing Education forms. Assists in preparing Division and Departmental advertisements. Fills in for switchboard and front desk operator occasionally as needed.

Participates in workshops, seminars, and other staff development activities. Serves on assigned special committees and projects including graduation ceremonies and interviews. Billing and Invoicing for certification exams and proctor exams occasionally as needed. 

Performs other duties as required.

Qualifications or Standards

Associate degree in business, secretarial science, or a related field and three to five years of secretarial experience; or any equivalent combination of education and experience which provides the required skills, knowledge, and abilities. Datatel experience preferred and NCRC required.