Administrative Assistant IV

Administrative Assistant IV

The Administrative Assistant IV provides advanced administrative and operational support for Adult Education programs. This position performs a wide range of complex administrative functions requiring independent judgment, discretion, and thorough knowledge of College policies, procedures, and program requirements. The position coordinates administrative operations, manages communications, prepares reports and correspondence, maintains confidential records, and supports the efficient delivery of program services. The Administrative Assistant IV serves as a key administrative resource for students, faculty, staff, and community partners while ensuring the effective operation of the assigned area.

Provide advanced administrative support to the Director and Adult Education leadership by coordinating daily office operations and ensuring the efficient delivery of program services. Serve as the primary point of contact for students, faculty, staff, community partners, and external agencies by responding to inquiries, providing information, and directing requests to appropriate personnel. Coordinate and maintain calendars, meetings, orientations, professional development activities, advisory committee meetings, and special events for the Adult Education program.

Prepare, proofread, edit, and distribute correspondence, reports, presentations, meeting agendas, minutes, forms, and other program documents while maintaining a high level of accuracy and professionalism. Maintain confidential student, personnel, financial, and program records in accordance with College policies, the Family Educational Rights and Privacy Act (FERPA), and applicable federal and state regulations. Assist with student intake, registration, scheduling, referrals, and general administrative processes that support Adult Education and Literacy services.

Enter, maintain, verify, and retrieve program data using College information systems and Adult Education reporting systems to ensure accuracy, completeness, and timely reporting. Assist with collecting, organizing, and maintaining documentation required for Texas Workforce Commission (TWC) Adult Education and Literacy grant compliance, monitoring activities, audits, and performance reporting. Monitor administrative processes to ensure compliance with College policies, grant requirements, and Adult Education program guidelines.

Coordinate purchasing activities, including preparing purchase requisitions, monitoring supply inventories, processing invoices, reconciling receipts, and maintaining purchasing documentation in accordance with College procedures. Assist with budget tracking by maintaining expenditure records, preparing routine financial reports, and monitoring departmental expenditures within established guidelines. Coordinate travel arrangements, conference registrations, reimbursement documentation, and related administrative activities for Adult Education staff. Maintain office supply inventories and coordinate the ordering, receiving, and distribution of supplies, instructional materials, and equipment necessary for program operations.

Coordinate facility and classroom scheduling for Adult Education classes, testing, orientations, workshops, meetings, and special events. Support program instructors and staff by preparing instructional materials, maintaining classroom resources, coordinating administrative requests, and assisting with operational needs. Assist with coordinating communication with community partners, employers, school districts, workforce organizations, and other agencies participating in Adult Education initiatives. Prepare reports, spreadsheets, and statistical summaries by compiling information from multiple sources to support program planning, compliance, and decision-making.

Maintain electronic and physical filing systems to ensure records are organized, secure, and readily accessible. Exercise independent judgment in resolving routine administrative issues and escalating complex matters to appropriate supervisory staff when necessary. Interpret and explain College policies, procedures, and Adult Education program requirements to students, faculty, staff, and members of the public. Support onboarding activities for new staff, part-time instructors, and temporary employees by coordinating required documentation and administrative processes.

Assist with coordinating internal and external audits, monitoring visits, accreditation activities, and grant reviews by preparing requested documentation and supporting materials. Maintain confidentiality when handling sensitive student, personnel, financial, and program information. Participate in departmental, divisional, and College committees, meetings, training, and professional development activities as assigned. Coordinate administrative support for testing activities, including scheduling, maintaining testing records, preparing testing materials, and ensuring documentation is maintained in…