Administrative Office Associate I - Developmental Education & Adult Literacy

APPLICATION DEADLINE

This position is considered open until filled. Applications will continue to be accepted until the position is filled and considered closed.

Hagerstown Community College is committed to the recruitment, selection, hiring and retention of a diverse workforce.

SUMMARY STATEMENT

The Administrative Office Associate (AOA) provides:

A. Administrative and clerical support to the Director, Instructional Specialist (IS), Intake Assessment Transition Specialist (IATS), English Language Learner Transition Specialist (ELLTS), the Management Information Specialist (MIS), and the part-time faculty in the Program of Adult Literacy Services (PALS), which is non-credit Adult Education.

B. Maintains and assists with Adult Education student records, and serves as the Adult Education department receptionist. This position also provides front line support for students.

This position is part-time for 29 hours per week.

ORGANIZATIONAL RELATIONSHIPS

A. The Administrative Office Associate reports directly to and is responsible to the Director.

B. The Administrative Office Associate coordinates closely with IS, IATS, ELLTS, MIS, and the AOA II, non-credit (Adult Education) faculty and staff, instructional support personnel, outside agencies, student workers/volunteers, and staff from other divisions in carrying out assigned responsibilities.

ESSENTIAL DUTIES

A. Creates and maintains the drive files for the Adult Education (non-credit) schedule.

1.Inputs all scheduling information for Adult Education utilizing information from the AOA II for each new session. Creates in-house database records for student information and communication throughout each session.

2.Completes any approved updates and changes to schedule.

3.Disseminates each session's schedule and enrollment information to AE team.

4.Creates registration forms, attendance lists, and other documents for each course offered during the semester and updates as needed with guidance from the AOA II.

B. Creates and maintains Adult Education Department records under direction of IATS and ELLTS.

1.Maintains, updates and reconciles records for duplication in the Adult Education databases.

2.Organizes, secures, and maintains Division files found on DEALS drives and elsewhere.

C. Orders, organizes, and maintains office supply inventories and instructional materials for Adult Education department.

1.Works with AOA II to request purchase orders and other office needs, along with tracking receipt of items, etc.

2.Maintains supplies and materials for Adult Education office.

D. Provides administrative and clerical support to the Director, IS, IATS, ELLTS, MIS and the part-time faculty while maintaining workload effectiveness.

1.Serves as receptionist/message center for the Department as workload dictates.

2.Supports Adult Education department team with advisory, professional development, and departmental meetings as needed.

3.Maintains minutes and other information from Department meetings.

4.Maintain Department calendar for Adult Education department and manages Department email account.

E. Provides front line customer support and assistance to students and others.

1.Handles inquiries/requests from students and others by phone, email, and in person.

2.Keeps students informed of class changes and/or cancellations by letter, phone, text, social media, and/or email, and posts changes and/or cancellations outside classrooms as appropriate.

F. Provides general support for WCCE and PALS recognition ceremony preparation.

1.Coordinates with WSCE and PALS team planning and ordering materials and refreshments, photography, printing, and other services and supplies as needed.

2.Prepares and disperses graduation information packet to students. Coordinates timing of event and helps administrate the event with other PALS staff members.

3.Prepares and disperses letter of invitation to various agencies and other special guests in collaboration with the President's office.

4.Makes reservations for recognition space, attends campus graduation meeting, etc.

5.Keeps staff and PALS faculty informed of progress in event planning.

6.Sends thank-you notes for attending to Board of Trustees and other special guests.

G. Provides support for student workers, guided by IS, IATS, ELLTS, MIS and Director.

1.Maintains and updates schedule.

2.Facilitates on-task productivity of student workers supporting needs of IS, IATS, ELLTS, MIS and office operations.

EDUCATION AND EXPERIENCE

Associates Degree required and/or 3 years' experience in office management, including utilization of Microsoft Office 365 (OneDrive, Outlook, Word, Excel, OneNote), Datatel (or comparable administrative database), and/or comparable office applications.

SKILLS AND ABILITIES

Must have excellent skills in computer applications such as Microsoft Office 365 (OneDrive, Outlook, Word, Excel, OneNote), Datatel (or comparable administrative database), and/or comparable office applications; ability to manipulate, understand, and interpret spreadsheets, database interfaces, and statistical software; good telephone skills including the use of a multi-line phone; ability to maintain organization of office files, materials, and supplies; ability to communicate with tact and diplomacy; ability to organize and prioritize work requests, complete tasks in a timely manner, maintain confidentiality of student records, work and make decisions independently without detailed instruction, and attend to details.

WORKING ENVIRONMENT

The ability to maintain focus on work and responsibilities in a fast-paced, multi-task-oriented office environment that has frequent interruptions.