Administrative Assistant; AEL-Dubuque

Duties and Responsibilities

The tasks listed below are those that represent the majority of the time spent working in programming support. Management may assign additional tasks related to the type of work as necessary. Manage the ESOL and HSED enrollment interest lists, tracking, outreach, scheduling, preparation, and welcome emails after student enrollment completion, district-wide. Communicate directly via email, phone call, and text with potential students inquiring about Adult Education and Literacy Programs, district-wide.

Maintain updated knowledge about all four Adult Education and Literacy Programs and be able to accurately communicate necessary information to potential and inquiring students, district-wide. Assist the Director with managing the Adult Education and Literacy email account as well as answering Adult Education and Literacy phone queue, and returning voicemails left on that phone queue. Assist with all program communication about HSED graduation, ESOL recognition ceremonies, all staff PD days, bi-annual student survey campaigns, student referrals, etc.

Data entry and updates in Colleague, Tops Pro Enterprise, SMST, and internal Adult Education and Literacy spreadsheets. Run basic reports in Colleague and Tops Pro Enterprise. Respond to referrals from other core partners (WIOA Titles I, III, IV), district-wide.

Administrative account management of student learning management platforms (enroll students, communicate account information with students, pull attendance reports from learning platforms monthly and enter attendance data into multiple databases). Create HiSET accounts and schedule HiSET actual tests via the PSI Client Portal. Ensure staff certifications and agreements are completed and current for all Adult Education and Literacy staff, as well as NICC staff who peripherally assist the Adult Education and Literacy Program with enrollment and testing, district-wide.

Submit documentation to PSI for student testing accommodation requests. Make Pcard purchases for Adult Education and Literacy curriculum, materials, and supplies as well as complete purchase requisitions for annual learning management subscriptions. Submit Pcard receipts and reports monthly. Become a certified CASAS proctor and administer CASAS. Manage, organize, and update both physical and digital student files. Participate in Customer Service Assistant team meetings, bi-weekly Adult Education and Literacy staff meetings, and other college or departmental committees as assigned.

Maintain high quality Customer Service to students, companies, customers, and co-workers by participating in professional development training and opportunities.

Education and Experience Requirements:

Associates Degree preferred, High School Diploma or HiSET accepted. Related work experience required. Certifications and Licenses:
Must possess a valid driver’s license.

20-25 hours/week.