Administrative Aide

Work-Based Learning Program Administrative Aide

One (1) full-time, 12-month, Non-Unit Support, Competitive Civil Service, provisional position in the Work-Based Learning program.

The Administrative Aide provides comprehensive clerical, logistical, and operational support to the Work-Based Learning program. This position ensures the smooth day-to-day administration of student placements, event coordination, and mandatory reporting. By maintaining meticulous records and coordinating logistics, the Administrative Aide plays a vital role in ensuring ONC BOCES WBL programs remain compliant, organized, and run efficiently.

Salary: $37,000—$43,000. Paid holidays, generous sick and vacation time, NYS retirement, EAP, continuing education assistance, and exceptional insurance, including retiree health insurance, are available.

Reports to:

Director of Student Services / Work-Based Learning Instructor

Essential Duties and Responsibilities:

• Arrange transportation, travel details, and scheduling logistics for all student WBL placements, field trips, and job-shadowing experiences.
• Manage the calendar and scheduling for the College & Career Zones at both student centers to coordinate student participation in career activities.
• Provide administrative and logistical support for planning and executing major events, including College Days, Career Fairs, educational forums, and Advisory dinners.
• Scheduling, room booking, and logistical organization of Career Centers and WBL events, including Advisory dinners, College Days, and Career Fairs.
• Input and maintain accurate digital and/or paper records of student participation, cumulative hours, student evaluations, and required compliance documentation for all WBL activities.
• Maintain detailed, up-to-date rosters of all students actively participating in work-based placements and internships.
• Maintain, update, and organize the tracking database used for annual WBL site reviews, approved locations, learning opportunities, students served, and job offers.
• Organize and compile paperwork required for the NYSED re-approval process for CTE programs.

Communication and Information Dissemination:

• Disseminate information, resources, and updates regarding college articulation agreements to component school counselors, students, and families.
• Gather summaries, metrics, and highlights of workforce development activities for public relations and community engagement.
• Communicate clearly, professionally, and promptly via oral, written, and electronic formats with internal staff, component school districts, and external industry partners.