Administrative Coordinator - Business & Community Education Job Gresham area,Oregon USA,Administrative/Clerical

Job Title

Performs a wide variety of complex administrative, operational, financial, registration, and program support activities on behalf of community education, continuing education, workforce development training, contract training, entrepreneurship initiatives, and related educational services. Serves as liaison with internal and external faculty, staff, students and stakeholders.

Essential Duties

Acts as the main point of contact for the community and continuing education program. Supports students, instructors, employers, community partners, and the public regarding registration, scheduling, program information, payments, refunds, and general inquiries.

Assist in department budget preparation and control activities. Maintains department budgets' records and verifies expenditures; records, inputs, updates, verifies, extracts and reviews budget and financial data to ensure appropriate usage and allocations; resolves issues and/or discrepancies in accordance with college policies and procedures. Processes refunds, reimbursements, invoices, purchase orders, encumbrances, and other financial transactions in accordance with college policies and procedures.

Maintains and updates registration, enrollment, payment, participant, and other departmental records and databases. Researches and resolves discrepancies, and escalates concerns as appropriate. Collects, and tracks, and maintains records to support state, federal, grant-funded, and regulatory reporting.

Facilitates instructor, contractor, volunteer instructor, and company agreements and assists with preparation, tracking, invoicing, payment, amendments, renewals, and supporting documentation.

Supports management, faculty, and staff in the ongoing initiation, development, facilitation, monitoring and adjusting of class scheduling; researches and assists with instructor employment issues, facility concerns, student registration issues, scheduling conflicts and service problems. Coordinates and processes schedule changes, course additions and cancellations as necessary; develops and processes term teaching assignments for instructors within budgetary, and contractual limitations.

Assists with contract training administration including invoicing, payment tracking, budget monitoring, and coordination with financial staff. Coordinates instructor reimbursements, contract payments, and related documentation.

Coordinates operational support for specialized programs, trainings, certifications, and community-based educational activities, including facility scheduling, participant communications, logistics, parking arrangements, room scheduling, and compliance documentation.

Assists with admissions, registration, onboarding, and participant intake processes for business and community education programs.

Assists with the administration of instructor hiring, onboarding, contracting, and compensation processes in collaboration with Human Resources and other college departments.

Provides administrative assistance and support in project research, data collection, preparing reports, calendar maintenance, meeting coordination, and related activities.

Coordinates workshops, seminars, contract trainings, community events, and related educational activities.

Acts as a primary administrator in the registration, payment, scheduling, and customer management systems. Assists with testing, troubleshooting, upgrades, and user support as needed.

Assists in the coordination and implementation of program policies, processes, procedures, and documentation to ensure efficiency, compliance, and quality customer service.

Provides work direction, scheduling assistance, and training support for clerical staff, temporary employees, and student workers as assigned. Performs all other duties as assigned.

Minimum and Desired Qualifications

Education:

High School Diploma/GED or equivalent. Experience/Training:
Minimum (5) years of experience providing administrative coordination and support to complex programs, management, and staff. Intermediate skills in word processing, spreadsheets, and databases, preferably Microsoft Office. Experience working with diverse backgrounds within the College's community, students, employees, businesses, and community partners; demonstrated commitment to promoting access and diversity.

Preferred Qualifications:

Experience working with registration software, customer relationship management systems, or continuing education management systems. Experience with invoicing, purchasing, contract…