Administrative Support Specialist

Under the direction of the Vice President for Learning and Workforce Innovation, the Administrative Support Specialist provides high-level administrative support to the Vice President and academic deans. This role plays a critical part in ensuring the smooth and efficient operation of these departments by managing daily administrative tasks, coordinating communications, supporting faculty and students, and assisting with instructional processes and events.

Essential Duties and Responsibilities

Administrative Support

* Provide administrative and organizational support for assigned curriculum and short-term training programs, across departments.

* Coordinate and schedule meetings, appointments, and events across departments.

* Maintain calendars, prepare meeting agendas, record and distribute meeting minutes.

* Maintain inventory of office supplies, and use institutional P-card to make payments and purchase instructional materials and supplies when necessary.

* Document course interest inquiries from students and distribute the information to the appropriate program coordinator, department chair, and dean.

* Ensure program documents created for external use are up to date, accurate, and accessible, before submitting for external distribution in print and electronic format.

Communication and Customer Service

* Serve as a point of contact to connect students, faculty, staff, and visitors to the appropriate office or individual for assistance.

* Respond to inquiries via phone, email, and in person in a professional and timely manner.

* Facilitate communication between academic departments and other college offices as needed.

* Collect and maintain content for the academic and short-term program pages on the website - compile and submit all necessary information to the Dean of Teaching and Learning.

Academic and Program Support

* Assist with course scheduling, room reservations, and faculty assignments.

* Track and collect departmental textbook orders and instructional materials for faculty.

* Track and collect program-specific accreditation requirements, certifications, or compliance needs (as applicable).

* Support the preparation of syllabi, course packets (short-term courses), and other instructional materials.

* Assist deans with performing course readiness checks in the learning management system (LMS).

* Distribute part-time faculty contracts (curriculum and short-term) using an electronic approval and routing process.

Data and Records Management

* Maintain accurate records, files, and databases related to course offerings, program operations and enrollment.

* Assist in compiling data and reports for the department.

* Review and process departmental time sheets and part-time faculty contracts.

Event and Project Coordination

* Plan and host program events - including but not limited to advisory board meetings, information sessions, and student recognition events.

* Support special projects, college-wide events, and community outreach efforts for the department.

College-wide Expectations

WCC places a high value on creating an engaged, collaborative campus environment; therefore, employees are required to complete their work hours in person on WCC's campus.  By working on campus and in person, employees have greater opportunities to engage with students and co-workers, attend on-site meetings and presentations, recruit students, and support local business and industry partners.

* Communicates clearly and frequently in writing and speaking to ensure consistency of purpose and vision.

* Works collaboratively with all members of the college community.

* Understands and supports the college's mission, vision, and values.

* Remains current on emerging higher education and division-relevant issues.  

* Fosters a work environment characterized by transparency, trust, and professionalism.

Education and Experience

Required

* Associate degree.

* Minimum of two years of administrative or office support experience, preferably in an academic or educational setting.

* Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

* Strong organizational, communication, and interpersonal skills.

* Ability to work independently and manage multiple tasks simultaneously across departments.

Preferred

* Experience working in a community college or higher education environment.

* Familiarity with academic and career program structures.

Work Environment and Schedule

* Standard office setting with occasional need to attend meetings or events outside normal hours.

* Position may require walking between buildings across campus.

* Position may require night or weekend hours.

Unofficial transcripts must be included with your online application before submission or sent directly to Human Resources immediately after applying. Failure to provide transcripts may result in your application not being fully considered.

Wilson Community College is an Equal Opportunity Employer. In accordance with the ADA, if you require a reasonable accommodation to apply for this position,…