Program Assistant, Legal Professions

Program Assistant, Legal Professions

Department: Business

Location: Western Campus

Reports To: Associate Dean Business & Legal Professions

Recruitment Type: External/Internal

Requisition : req
6662

Employment Type: Full-Time Support Staff

Union Position: Non-Union

Work Schedule: standard hours. M-F 8:30 am - 5:00 pm

Number of Openings: 1

Job Description:

SUMMARY

Serves as an initial contact and information resource for newstudents and staff as needed, primarily for the Paralegal Studies, Criminal Justice, and Captioning and Court Reporting programs. Manages student online records and facilitates a variety of student processes both online and in person.

ESSENTIAL FUNCTIONS

• Manages the day-to-day front office activities of the program.
• Maintains accurate program data and is responsible for updating student and program records in the database in a timely fashion.
• Serves as primary point of contact for program inquiries and applications.
• Schedules classrooms, facilities, and workshop presenters for assigned campus.
• Assists in the data collection for preparation of program reports.
• Prepares correspondences for emails and marketing purposes.
• Creates the schedule for interview and intake appointments.
• Maintains an efficient program filing system.
• Assist in developing program brochures and other marketing materials to meet the program needs.
• Manages inventory of departmental property, supplies and office equipment and process orders efficiently as needed.
• Greets visitors and prospective participants, responds to requests for information, places and receives phone calls, and handles mail.
• Organizes office bulletin boards and office space.
• Serves as information liaison for staff, faculty, administrators and parents.
• Responsible for the overall coordination and supervision of work study students.
• Contributes to program's bi-weekly and monthly reports.
• Contributes to the course evaluation process for the Paralegal Studies Program.
• Updates program websites as needed, including managing paralegal job opportunities board.
• Performs other duties as assigned.

REQUIRED QUALIFICATIONS
EDUCATION AND EXPERIENCE/TRAINING

• Associate's degree in a related field
  • Significant related experience may substitute for education.
• Minimum of two years of demonstrated experience in a student-focused role in an educational environment.
• Demonstrated experience making sound decisions that affect a work unit or team.
• Demonstrated experience in a role requiring diverse problem-solving methods in a variety of situations.

KNOWLEDGE,

SKILLS and ABILITIES

• Possess strong organizational and time-management skills.
• Possess excellent written, verbal and interpersonal communication skills.
• Ability to foster a team environment and work collaboratively.
• Ability to research and analyze issues and develop solutions.
• Ability to manage multiple projects simultaneously in a deadline-driven environment.
• Ability to work accurately with great attention to detail.
• Possess excellent customer service skills and proven ability to develop and sustain productive customer relationships.
• Ability to effectively respond to requests from multiple levels of the College in various departments.
• Demonstrated basic project management skills.
• Demonstrated basic proficiency with Microsoft Outlook, Word, and Excel.
• Ability to confidentially and discreetly handle subject matters requiring privacy and sensitivity.
• Ability to develop and maintain relationships with key contacts to enhance workflow and quality.
• Possess basic knowledge of fundamental nursing concepts, practices and procedures and ability to apply in varied situations as it pertains to the departmental focus.
• Possess sensitivity to appropriately respond to the needs of students and the community.

COMPETENCIES

CRITICAL COMPETENCIES

• Service Focus
• Communication
• Quality of Work

VERY IMPORTANT COMPETENCIES

• Adaptability
• Time Utilization

IMPORTANT COMPETENCIES

• Collaboration
• Continuous Improvement

PREFERRED QUALIFICATIONS

EDUCATION AND EXPERIENCE/TRAINING

• Demonstrated higher education experience

KNOWLEDGE, SKILLS and ABILITIES

• Demonstrated proficiency with Ad Astra
• Demonstrated proficiency with the Banner System
• Demonstrated proficiency with the Microsoft Office (Specifically Excel)

PHYSICAL DEMANDS/WORKING CONDITIONS

(The demands described here are representative ofthose that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.)

• The work is performed in a normal, professional office environment.
• The work area is adequately lit, heated, and ventilated.
• Typically, the employee may sit comfortably to perform the duties of the job and will perform repetitive motions with hands/fingers using a computer mouse and keyboard to type. However, there may be some walking; standing; bending; carrying light items such as papers, files, pamphlets, books, etc.
• Work may also require walking and standing in conjunction with travel to and attendance at meetings and conferences away from…