Administrative Assistant - Kern Center

Position Summary:

The Administrative Assistant – Workforce and Community Education (WCE) provides comprehensive administrative, operational, and customer service support to the Executive Director and the Kern Center team. This position plays a vital role in ensuring the smooth operation of non-credit programs, including contract training, professional development, community education, and workforce initiatives.
The Administrative Assistant serves as a central point of contact for employers, students, and community partners; manages registration and payment processes in Aceware and other systems; supports marketing and outreach efforts; and coordinates logistics for classes, meetings, and events.

Essential Duties and Responsibilities:
Administrative and Operational Support

• Serve as the primary administrative support for the Executive Director of Workforce and Community Education and departmental staff.
• Coordinate schedules, meetings, room reservations, travel, and event logistics for WCE programs and staff.
• Prepare, proofread, and distribute correspondence, meeting minutes, agendas, reports, and marketing materials.
• Maintain accurate and confidential department files, records, and databases.
• Support the preparation and reconciliation of purchase requisitions, purchase card transactions, budget transfers, and invoices.

Program and Registration Coordination

• Assist with program setup and class activation in Aceware or other scheduling systems, ensuring course descriptions, fees, and instructors are correctly entered.
• Process student registrations, generate confirmations, and collect payments or invoices as needed.
• Coordinate with instructors on class rosters, materials, classroom setup, and equipment needs.
• Track attendance, evaluations, and completion records for workforce and community education programs.
• Support compliance with internal policies, external grants, and reporting requirements.

Customer and Partner Relations

• Serve as the first point of contact for students, employers, and community members, providing professional, customer-focused assistance by phone, email, and in person.
• Direct inquiries to appropriate staff or departments and follow through to ensure resolution.
• Assist with communication to participants regarding class changes, cancellations, or updates.
• Support outreach, marketing, and recruitment activities, including preparing lists, assembling materials, and assisting with events or community showcases.

Data, Reporting, and Communication

• Support tracking of registrations, enrollments, and revenue for weekly and monthly reporting.
• Assist in preparing departmental metrics, board reports, and other documentation.
• Maintain and update contact lists, distribution databases, and shared folders within Microsoft Teams and SharePoint.
• Provide clerical support for advisory boards, community events, and industry partnerships hosted by the Kern Center.

Other Duties

• Assist in onboarding new instructors or staff by ensuring completion of forms, schedules, and materials.
• Maintain office supplies, troubleshoot minor office equipment issues, and coordinate service requests as needed.
• Participate in continuous improvement of office processes and customer service standards.
• Perform other duties as assigned to support the mission and vision of the Kern Center and Terra State Community College.

Education and/or Work Experience:

• Associate degree in Office Administration, Business, or related field preferred.
• Three years of administrative experience or equivalent combination of education and experience required.
• Experience in higher education, continuing education, or workforce development preferred.

Other Skills and Abilities:

• Demonstrated professionalism, discretion, and confidentiality.
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook); experience with Aceware, Dynamics 365, or CRM systems preferred.
• Excellent customer service, communication, and organizational skills.
• Ability to manage multiple priorities in a fast-paced environment and meet deadlines with accuracy.
• Strong problem-solving skills and ability to work independently and collaboratively.
• Must maintain a professional appearance and demeanor consistent with representing the College to business, industry, and community partners.

Physical Demands:
While performing the duties of this job, the employee is regularly required to talk, hear, and use hands to handle or feel objects, tools, or controls. The employee may occasionally be required to lift and/or move up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Work Environment:
The work environment is typically an office setting with moderate noise levels. The position requires regular interaction with the public, students, and industry representatives. Some evening or weekend hours may be required for special events or training programs.

Statement of Commitment:
As part of Terra State Community College’s ongoing commitment in providing the highest quality education and training to our students, faculty, staff, and community, the College will:

• Educate students by means of free, open, and rigorous intellectual inquiry to seek the truth.
• Equip students with an opportunity to develop the intellectual skills they need to reach their own, informed conclusions.
• Create a community dedicated to an ethic of civil and free inquiry, which respects the autonomy of each member.
• Treat all faculty, staff, and students as individuals and hold them to equal standards, providing equality of opportunity regardless of background or identity.

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