Administrative and Facilities Associate – Continuing Education & Workforce Development

Allegany College   Cumberland, MD   Part-time     Administration / Clerical
Posted on February 3, 2024
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The following position is currently open: Administrative and Facilities Associate – Continuing Education & Workforce Development 


Position Title: Administrative and Facilities Associate – Continuing Education & Workforce Development

Work Location: Cumberland Campus

Position Status: Part Time

Hours: 1250 hours annually or about 25 hours per week

Reports To: Registration Specialist/Office Manager

Education Required: Associate's Degree, with at least 1 year of experience working in an office environment OR minimum five years’ experience in an administrative associate role working in an office environment.

Classification: Associate Support Staff

Position Term: 12 months

Basic Statement of Responsibilities: Serves as an associate and support staff liaison for Continuing Education & Workforce Development. Complete administrative duties as assigned for all areas in the Continuing Education department. In addition to associate support staff duties this position will also assist with answering telephones and entering electronic scheduling of rooms. This position will be responsible for room assignment setups including furniture/equipment and refreshments for credit, non-credit and off campus meetings/trainings and classes. Additionally, this position also is responsible for cleaning and light housekeeping of CE facilities after trainings and events.

Qualifications: Associate's Degree, with at least 1 year of experience working in an office environment OR minimum five years’ experience in an administrative associate role working in an office environment

Education, Experience, and Specialized Skills: Associate of Arts Degree with at least 1 year of experience working in an office environment OR five years minimum experience in an administrative associate role. Organizational Relationships * This position reports directly to the Registration Specialist/Office Manager who will assign daily work. * This position does not supervisor any other positions. * This position interacts closely with the other divisions within the Center for Continuing Education and Workforce Development including Career & Employer Solutions, Health & Human Services, Adult Basic Education, and the Facilities and Registration office.

Primary Responsibilities/Essential Functions: *Administrative/Clerical *Provide administrative support, functions include but are not limited to: * Requisition office supplies, mail processing, answer phones, respond to emails, schedule meetings and student appointments, reserve meeting/conference rooms, prepare facility work orders and IT help desk tickets, maintain calendars, maintain databases for budgeting and student records, prepare purchase orders and vouchers, complete travel, arrangements, process any administrative paperwork related to professional development, or other such related material. * Assist registration staff to process counter, phone and mail registrations including payment processing, checking demographics and filing. * Handle student inquiries, concerns, informational requests, and other customer needs. * Prepare instructor packets, rosters, sign-ins, completion forms, evals and completion certifications. * Assist in promotion of programs, review and edit departmental public relations and marketing materials, order and payment of promotion items. * Provide assistance to partnerships by supporting all areas of training including course development, catering, student processing, and billing. * Set-up rooms and equipment prior to classes and meetings. Coffee set-ups and refreshments. Electronic Scheduling of room assignments. Assist with catering. Answering of telephones. Cleanup and room arrangement as necessary. Cover facilities functions in absence of other staff. Other duties as assigned by supervisor. *CE Instructor Support* * Prepare and duplicate instructional materials for instructors (tests, class assignments, class schedules, outlines and etc.) through college Print Shop and distribute. * Order course materials as requested. * Arrange communication relating to the registration, announcements, and cancellation of classes as instructed. Post notice for students concerning assignments, if requested. *Student Support* * Function as liaison among students, staff, and instructors including greeting prospective students who visit the College and current students who require attention and information. * Distribute instructional support materials, as needed.

Secondary Responsibilities: * Attend and actively participate in All-College Meetings and staff development workshops and meetings, as requested. * Other duties as assigned. Knowledge, Skills, and Abilities Knowledge and understanding of general office procedures, personal computer operating systems (Windows), applications (Outlook, Word, Excel, Publisher, PowerPoint), and college software, office machines, filing, written and oral communication skills, business etiquette, mathematics skills, and human relations skills.

Working Conditions: Typical indoor office work environment. Travel may be required to other campuses, educational sites, off campus meetings, and training workshops and seminars.

Physical Effort Required: Most of the job is sedentary, occasional periods of light to medium work may be required. Lifting of up to 25lbs, moving furniture to set up and clean up for classes, events, etc. Oral and written communication, the ability to receive, understand and communicate verbal and written instruction and communicate in the English language. * Visual acuity appropriate for a normal clerical-type position. * Hearing * Mental Acuity * Fingering * Grasping * Speaking * Talking * Repetitive motion * Lifting * Pushing * Pullin Special Conditions for Eligibility

EEO Statement: The College is an equal opportunity employer and does not discriminate against employees or job applicants on the basis of race, color, religion, sex, national origin, age, ancestry, disability, pregnancy, marital status, sexual orientation, genetic information, gender identity, or any other characteristic protected by federal, state or local law. All employees and job applicants will be treated in all respects on the basis of their merit and qualifications. This includes equal treatment in recruitment, promotion, reassignment, training, placement, working conditions, compensation, and discipline. The College will not retaliate against employees or applicants who oppose behavior that is inconsistent with this policy.