Workforce Skills Academy Assistant

Workforce Skills Academy Assistant

The Workforce Skills Academy Assistant provides essential academic administrative, scheduling, and operational support for the Workforce Skills Academy (WSA). This role is central to ensuring smooth course delivery, faculty coordination, compliance, and customer service across WSA programs. The position blends strong administrative support skills with operational coordination, serving as a key connector between faculty, staff, colleges, and external partners.

This role directly supports student success, instructional quality, and operational efficiency—critical learning outcomes for noncredit and workforce education. The incumbent will be the primary point of contact for WSA operations and will take ownership of all WSA processes and communication across the organization, including the setup of new partner businesses and expansions for existing partners. This person will partner closely with Academics, Admissions, Operations, Student Services, and other relevant stakeholders to ensure academic standards, enrollment and strategic objectives are achieved.

Essential Functions – Workforce Skills Academy:

• Set up and maintain online applications, course registrations, and student scheduling options for WSA programs.
• Coordinate course and program schedules with internal colleges and WSA staff, including closed cohorts and special programs.
• Maintain the WSA course catalog, including new course setup, updates, and maintenance.
• Manage course surveys (e.g., Qualtrics), ensuring participant access and troubleshooting issues as needed.
• Maintain accurate rosters, sections, and enrollment data in university systems.

• Serve as the primary operational point of contact for WSA faculty.
• Coordinate class starts, instructional materials, facilities, and logistics.
• Support faculty assignments, section status updates, and adjunct onboarding documentation.
• Maintain accurate faculty files to ensure institutional and accreditation compliance.

• Complete and submit monthly payroll for adjunct faculty teaching WSA Certificates.
• Track instructional assignments and verify accuracy of payroll-related data.
• Support basic budget tracking, purchasing, and documentation as assigned.

• Serve as a frontline contact for internal and external inquiries related to WSA operations.
• Support facilities coordination for classrooms, events, and special programs.
• Maintain shared tools, reference documents, and operational checklists.

Other Duties as Assigned

Core Competencies:

• Service Orientation – Applies effective interpersonal and problem‑solving skills when responding to internal and external customers. Demonstrates a strong commitment to high-quality service, timely follow-through, and positive working relationships with faculty, staff, students, and partners.
• Planning and Organization – Demonstrates the ability to organize tasks, schedules, and information efficiently. Plans work to meet deadlines, balances multiple priorities, and maintains accurate records to support smooth operations and instructional delivery.
• Accuracy and Follow-Through – Pays close attention to detail and strives for accuracy and consistency in all work. Follows tasks through to completion, ensuring documentation, payroll, scheduling, and system data are complete and correct.
• Collaboration and Communication – Works effectively with colleagues across teams and departments to support shared goals. Communicates clearly and professionally, shares information appropriately, and builds strong working relationships to support program success.
• Adaptability and Problem-Solving – Responds positively to changing priorities, deadlines, and operational needs. Identifies issues, evaluates options, and takes appropriate action to resolve problems while knowing when to seek guidance.

Skills & Abilities:

Education:

Associate's degree in Business Administration or related field preferred; equivalent experience considered.

Experience:

• 3–5 years of administrative or operations support experience, preferably in higher education or workforce education.
• Experience supporting scheduling, faculty coordination, or payroll processes strongly preferred.

Other Requirements:

• Strong…