Administrative Secretary to Dean of Workforce and Career and Technical Education

Position: Administrative Secretary to the Dean of Workforce and Career and Technical Education
The Administrative Assistant to the Dean of Workforce and Career Technical Education provides comprehensive administrative and operational support to the Dean and the Workforce and CTE division. This position plays a critical role in coordinating divisional operations, including accreditation activities, curriculum processes, faculty load reporting, grant management support, industry partnerships, budget tracking, and compliance reporting. The Administrative Assistant serves as a central point of communication for faculty, staff, students, business partners, and external agencies, supporting the strategic priorities of Workforce and Career Technical Education.

POSTING DATE: MARCH 4, 2026

SALARY:
Appropriate placement on Salary Schedule E2, 02 (range: $50,680 - $68,169).  

ANTICIPATED

START DATE:

APRIL 1, 2026

This position will be based initially at Wallace Campus in Dothan, Alabama.

More than one position in the same job classification may be filled from the applicants for this position should another vacancy occur during the search process.

Administrative Support

* Provide direct administrative support to the Dean, including calendar management, meeting coordination, travel arrangements, and preparing correspondence.

* Draft, edit, and format professional correspondence, reports, presentations, agendas, and meeting minutes.

* Serve as the primary point of contact for the Dean's office, responding to inquiries and routing requests appropriately.

* Maintain confidential files related to personnel, accreditation, curriculum, grants, and compliance documentation.

* Coordinate division meetings, advisory committee meetings, and regional workforce consortium participation.

* Assist with planning and logistics for faculty meetings, industry events, grant meetings, and professional development activities.

* Manage office workflow, ensuring deadlines and priorities are met efficiently.

Accreditation & Compliance Support

* Assist in maintaining documentation required for ACCS, ACHE, SACSCOC, and programmatic accreditation reviews.

* Support curriculum review processes, data collection, and documentation for internal and external reporting.

* Maintain organized records of program outcomes, assessments, and accreditation materials.

* Assist with the preparation and submission of required state and institutional reports.

* Support annual updates to the college catalog and workforce program information.

* Maintain records in compliance with institutional, state, and federal guidelines.

Workforce Programs & Industry Partnership Support

* Coordinate meetings and communications with business and industry partners, advisory boards, and community stakeholders.

* Maintain records of memoranda of understanding (MOUs), apprenticeship agreements, internship partnerships, and training contracts.

* Assist in tracking enrollment, program participation, and workforce performance metrics.

* Support logistics for industry visits, employer meetings, and workforce initiatives.

Curriculum & Academic Operations Support

* Assist with curriculum submissions for local and state approval processes.

* Support coordination and verification of course scheduling, instructional assignments, classroom allocations, and textbook documentation.

* Review and validate class schedules each term to ensure accuracy of faculty assignments, contact hours, and compliance with load policies.

* Maintain accurate records of faculty credentials and assist with credential verification documentation.

* Track program revisions, new course proposals, and certificate development documentation.

* Support communication across campuses to ensure instructional consistency.

Grant & Fiscal Management Support

* Assist with preparation, organization, and tracking of grant documentation, including Perkins and other state or federal grants.

* Track grant timelines, deliverables, reporting requirements, and budget expenditures.

* Process invoices, purchase orders, travel reimbursements, and procurement documentation.

* Maintain spreadsheets and tracking systems for budget oversight and allocation requests.

* Assist with inventory tracking and documentation for grant-funded equipment and resources.

* Ensure records are audit-ready and compliant with institutional and funding agency requirements.

Personnel & Division Operations Support

* Maintain faculty and staff records, including evaluations, leave documentation, and professional development tracking.

* Assist with scheduling, travel coordination, and conference registrations for faculty and staff.

* Support onboarding documentation for new faculty and staff within the division.

* Prepare materials to support performance evaluations and division planning initiatives.

* Perform other duties as assigned to support the mission and goals of the Workforce and Career Technical Education division.

Required Knowledge, Skills, & Abilities

* Exceptional organizational and time-management skills with strong attention to detail.

* Ability to manage multiple priorities in a fast-paced…