Shiprock Campus - Administrative Assistant

Shiprock Campus - Administrative Assistant

Administrative Assistant

Adult Education Program

Student Affairs

Shiprock Campus

Duty

Schedule:

Monday through Friday, 8:00 AM to 5:00 PM. Possible evening and weekend hours (depending on student and program needs).

Summary/Objective of Position:

The Administrative Assistant, supervised by the Program Manager of Adult Education, will provide comprehensive administrative and clerical support to the Adult Education Program. This position serves as the primary point of contact for students, instructors, and community ensuring efficient program operations and high-quality customer services. Responsibilities include answer telephone calls, assist clientele with their inquires; review documentation prior to data entry, maintain electronic and hard copies of documentation and other assigned duties.

This position will also support students in achieving their educational goals through individualized and small group interaction. This position is funded by the US Department of Education through the New Mexico Higher Education Department Adult Education Division.

Description of Essential Functions of the Position

Disclaimer:
This is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements, or working conditions associated with the job. While this list is intended to reflect the current job accurately, management reserves the right to revise the job or to require that other or different tasks be performed as assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Administrative Support:
• Provide administrative and clerical support to the Adult Education Manager and instructional staff.
• Answer phones, respond to emails, and greet students, staff and visitors professionally.
• Prepare correspondences, reports, forms, presentations and other program documents.
• Maintain office filing systems, both electronic and paper based.
• Order and maintain office and instructional supplies.
• Engage in ongoing professional development workshops to enhance work skills.
• Student Services:
• Assist prospective and current students with enrollment, registration, orientation and program inquiries.
• Create a supportive and inclusive environment for all students.
• Collaborate with instructional staff and community organizations to support student success.
• Maintain accurate students records in compliance with program policies and confidentiality requirements.
• Maintain accurate records of student attendance and monitor progress to provide encouragement, motivation, and support.
• Schedule student assessments, orientation and appointments.
• Monitor attendance records and communicate with students regarding program participation.
• Program Coordination:
• Coordinate class schedules, instructor calendars, and facility usage.
• Assist with planning and logistics for orientations, testing sessions, graduation ceremonies, and special events.
• Communicate program updates, schedules and announcements to students and staff.
• Support outreach and recruitment efforts within the community.
• Compliance and Confidentiality:
• Maintain confidentiality of student and employee information in accordance with applicable policies.
• Ensure records and reports meet state and organizational requirements.
• Follow established procedures for data security and records retention.

Qualifications

Education & Experience

Minimum:

• A high school diploma/GED; one (1) year of general office, customer service or related experience.
• Experience working in adult education, higher education, workforce development or related programs.
• Equivalent related experience may be substituted for education.

Preferred:

• A certificate or Associate of Arts in Business and related field with experience working in adult education, higher education, workforce development or related programs.
• Experience with student information systems or database management.
• Familiarity with adult education programs.

Knowledge:

• Knowledge of office procedures and administrative practices.
• Knowledge of basic mathematical applications
• Knowledge of Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Knowledge of local community…