Administrative Assistant Continuing Education

Description

The Administrative Assistant is responsible for performing all clerical / support duties necessary for the efficient operation of the continuing Education division.

This position directly reports to the Director / Coordinator to which the position is assigned.

The following listing of essential job duties indicates the general nature and level of work required in this job. This is not designed to be a comprehensive listing of all the activities, duties, or responsibilities that may be required in this job.

Individuals assigned to this job may be asked to perform other duties as required. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities of the job.

Essential Duties

• Maintain access through the Datatel system to the Common Course Library for the college. Download courses from the System Office as needed to keep VGCC’s Datatel system up-to-date with new course additions or changes to courses that already exist.
• Maintain Continuing Education website with regard to course information, online registration, and payment.
• Build sections in Datatel for classes as needed for Continuing Education programs.
• Enter registrations, registration fees, waivers, and third-party payments into Datatel. Process payments and route registration fees to Business Office.
• Collect end-of course paperwork and prepare it for audit review. Maintain scanned copies of all end-of-course paperwork.

Route original documentation to Audit Department.

• Review and correct (if necessary) the Missing Grade and Duplicate Records report.
• Serve as point of contact for the Audit Department to ensure end of course paperwork and reports are complete and to verify ICR Report, for Continuing Education, is correct.
• Check end of semester reports, make appropriate changes, and return to the Audit Department.
• Prepare course packets for instructors. Work with instructors to ensure timely completion of required documentation.
• Assist students with online registration and payment. Contact registered students to provide course information changes, update payment status, and / or remind students of upcoming classes.
• Compile Visitation Report, each semester.
• Prepare and maintain updated course outlines.
• Prepare part-time instructor contracts and upload to Docusign.
• Order textbooks, supplies, and equipment through the E-Procurement system.
• Attend training pertaining to course and paperwork requirements and updates, for Continuing Education.
• Attend department and college-wide meetings. Take notes when needed. Prepare and distribute minutes to appropriate personnel.
• Performs other duties as assigned by the Director / Coordinator / Dean.

Qualifications

Education and Experience Required :

• High School Diploma
• At minimum, 2 years of related work experience
• Excellent working knowledge of Microsoft Office Suite
• Willingness to learn state-level databases and student management system (datatel)

Education and Experience Preferred :

• Associate Degree
• NC Community College experience
30+ days ago