Administrative Assistant Continuing Education

Description

Vance-Granville Community College (VGCC) is seeking a detail-oriented and customer-focused Administrative Assistant to support the Workforce Readiness, Health, and Public Safety area. This position plays a vital role in ensuring the efficient operation of programs within College & Career Readiness and Continuing Education by providing high-quality clerical, technical, and administrative support.

The Administrative Assistant will assist faculty, staff, and students by managing course information and registration systems, maintaining accurate records and reports, and ensuring compliance with program and audit requirements. The successful candidate will be organized, adaptable, and skilled in balancing multiple priorities in a fast-paced, service-oriented environment.

This position is based on VGCC’s Main Campus in Henderson, NC, with occasional travel to sites across the College’s four-county service area.

Teleworking

Due to the duties of this position there is not a teleworking option.

The following listing of essential job duties indicates the general nature and level of work required in this job. This is not designed to be a comprehensive listing of all the activities, duties, or responsibilities that may be required in this job. Individuals assigned to this job may be asked to perform other duties as required. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities of the job.

Essential Duties

• Maintain access through the Colleague system to the Common Course Library for the college. Download courses from the System Office as needed to keep VGCC’s Colleague system up-to-date with new course additions or changes to courses that already exist.
• Maintain Continuing Education website with regard to course information, and online registration.
• Build sections in Colleague for classes as needed for Continuing Education programs.
• Enter registrations into Colleague.
• Collect end-of-course paperwork and prepare it for audit review. Maintain scanned copies of all end-of-course paperwork. Route original documentation to Audit Department.
• Ensure that all CCR visitors sign in with time and reason for visit.
• Review and correct (if necessary) the Missing Grade and Duplicate Records report.
• Serve as point of contact for the Audit Department to ensure end-of-course paperwork and reports are complete and to verify ICR Report, for Continuing Education, is correct.
• Check end-of-semester reports, make appropriate changes, and return to the Audit Department.
• Prepare course packets for instructors. Work with instructors to ensure the timely completion of required documentation.
• Assist students with online registration and payment. Contact registered students to provide course information changes, update payment status, and/or remind students of upcoming classes.
• Assist with Orientation and Advisement of new students.
• Prepare and maintain updated course outlines.
• Prepare part-time instructor contracts and upload to SoftDocs.
• Order textbooks, supplies, and equipment through the E-Procurement system.
• Attend training pertaining to course and paperwork requirements and updates, for Continuing Education.
• Performs other duties as assigned by the Director/Coordinator/Dean

Qualifications

Education and Experience Required:

• Associates Degree
• Minimum, 2 years of related work experience
• Excellent working knowledge of Microsoft Office Suite
• Willingness to learn state-level databases and student management system (Colleague/Advansys)

• Bachelors Degree
• NC Community College Experience

Physical Demands

• Light work that includes moving objects up to 20 pounds.
• Sedentary work that primarily involves sitting/standing.