Academic Administrative Assistant

Job Summary

The Academic Administrative Assistant is responsible for oversight of the administrative duties within the academic department and ensuring academic integrity within the guidelines of institutional, accreditation, state, and federal policy and regulation. The Academic Administrative Assistant works under the direct supervision of the Director of Education (DOE) and works with the academic team, student files, other academic support staff, and provides guidance to students.

The Academic Administrative Assistant is responsible for oversight of the administrative duties within the academic department and ensuring academic integrity within the guidelines of institutional, accreditation, state, and federal policy and regulation. The Academic Administrative Assistant works under the direct supervision of the Director of Education (DOE) and works with the academic team, student files, other academic support staff, and provides guidance to students.

• Student Services
• Administer/coordinate all testing functions on campus. This includes, but is not limited to, Smarter Measures, Wonderlic, placement exams, certification tests, test-outs, and individual class make-up exams.
• Help coordinate and participate in each term's graduation ceremony.
• Coordinate and participate in each term’s Graduation Preparation & Orientation Programs.
• Be accessible to students on a regular basis to answer questions and/or concerns.
• Provide student academic advising as needed in conjunction with Program Directors and Director of Education. Ensure that all probationary students are advised at least once each term. Assist students in developing problem-solving and decision‑making abilities. Provide referrals to outside resources when counseling needs go beyond the scope of the school.
• Provide instructors and/or peers for tutoring when required.
• Assist with the Retention Program. Plan, implement, and direct an effective student retention program in conjunction with the DOE. Monitor instructors’ telephone calls to students absent from class. Review Contact forms, mail Excessive Absence Notices, and monitor Weekly Retention Report.
• Interview to resolve student disciplinary problems. Complete and maintain necessary documentation. When required, refer dispute resolution to the Director of Education and/or Campus Director.
• Monitor the Student Suggestion Box. Provide a timely response to any student concerns.
• Assist with the Creation/Maintenance of Schedules of Classes -
• Assist with registration of students as necessary.
• Assist in ensuring all continuing students receive class schedules for the next term prior to the final week of the current term.
• Work with the admissions team to ensure new students have a first‑term course schedule, complete with class meeting days/times.
• Academic Administration/Record Keeping -
• Monitor daily attendance.
• Assist in auditing student records to ensure documentation in files is complete and uploaded into Image Now as necessary.
• Ensure all instructors post grade records.
• Evaluate Proof of Education for students in accordance with the POE Policy.
• Evaluate Transfer Credit on incoming students.
• Management/Oversight/Professional Development/Training -
• Maintain regular office hours each week and help ensure consistency between day and evening policies, procedures, and instruction.
• Participate in professional development and in‑service activities.
• Adhere to the Employee Handbook, Faculty Handbook, Catalog, and other school policy and procedures and any amendments thereto.
• Perform other duties and responsibilities as assigned by the Director of Education and/or Executive Director
• High school diploma or equivalent from an academic institution accredited…