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.

Senior Administrative Assistant

• Creates client, instructor, vendor and professional services contracts.
• Prepares monthly and annual workforce reports.
• Maintains and updates US DOL Rapids and Appian systems.
• Coordinates and 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, Fed Ex 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 inquiries directed to the department and determines the proper course of action, delegating 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.

• Associates Degree
• Three (3) years’ experience in direct administrative support to management
• Proficiency in Microsoft Office

• Bachelor’s degree from an accredited institution
• Five (5) years’ experience in administrative support
• Certified Administrative Professional Certification (CAP)
• Familiarity with Banner, Docu Sign, Dynamic Forms, and Sci Quest/Jagger systems
• Experience with project management
• Experience with US DOL Rapids, Appian systems and WIOA programs

• 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.

Yes

$45,726.00 - $54,873.00 depending on experience

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