Administrative Assistant IV - Corporate Education

Reports to: Director of Industry Relations and Grant Management

Supervises: None

Purpose:

Under the direction of the Director of Industry Relations and Grant Management, the Administrative Assistant IV- Corporate Education is responsible for performing various office support duties to include customer service, student registration, course material preparation, dissemination and tracking of completion documents, test proctoring, invoicing and weekly deposit, office schedule maintenance, room reservation support, and document management. This position will provide support to the Corporate Education Center and Career Services.

Work Environment:

This is a full-time, non-exempt position. The regular work schedule is Monday through Friday, 7:30 a.m. to 4:00 p.m. Additional hours may be required based on operational needs. This job operates in a professional office environment and requires regular attendance and the use of standard office equipment, including computers, phones, photocopiers, file cabinets, scanners, and related office equipment.

Physical Demands:

This position is primarily sedentary and regularly requires the ability to remain in a stationary position and move about the office as needed. Essential functions may include frequent use of hands and fingers for keyboarding, typing, handling documents, and operating standard office equipment; occasional reaching, bending, standing, walking, and lifting or moving typical office materials. The employee must be able to perform the essential functions of the position with or without reasonable accommodation.

• Provides excellent customer service by handling phone calls, greeting visitors, processing registrations and payments, and other administrative matters.
• Supports the Corporate Education Center and the Director of Industry Relations and Grant Management in the day-to-day operations of the Corporate Education Center and Career Services, including maintaining the office schedule and action items.
• Works with Marketing on promotion and advertising of Corporate Education trainings as well as maintenance of the Corporate Education website.
• Assists with organizing Corporate Education classes; prepares course and testing materials; coordinates logistical details for trainings; maintains course and student files.
• Coordinates logistics for CPR trainings; acts as back-up Administrator for the American Heart Association Training Center. Processes eCards and maintains documentation.
• Assists with the processes and requirements to secure and maintain accreditation and training center status through a number of organizations such as the American Heart Association and testing companies; follows all procures and requirements of these organizations.
• Assists with coordinating logistics for truck driving training and CDL testing. Serves as back-up for truck driving registrations, payments, and inquiries as well as course material preparation.
• Assists with Room Reservation process including maintaining room calendars, collecting and tracking required documents, following up on missing items, communicating with other offices, and invoicing.
• Assists with planning and coordinating events.
• Schedules and proctors tests in the computer lab and maintains testing records.
• Assists in the management of institutional accreditation and strategic planning activities.
• Abides by WDTC and departmental policies and procedures.
• Issues invoices, follows up on missing payments, and completes the weekly deposit.
• Associate degree in Accounting, Business, or related field and 1-year prior work-related experience or an equivalent combination of education, training, and/or experience necessary to successfully perform the essential functions of the work required.
• Strong organizational skills including the ability keep track of multiple projects at one time.
• Demonstrate an aptitude or competence for the assigned responsibilities.
• Organization and prioritization essential as this position assists with multiple training types.
• High comfort level with multi-tasking.
• Quick learner and self-directed in a fast-paced work environment.
• Comfortable with utilizing multiple data systems, including Microsoft Office Suite, accounting, point of sale, and various database software systems.
• Ability to use event and project planning techniques/principles.
• Ability to work productively as a member of a team. Keeps others informed of information needed. Treats others with respect, maintaining a spirit of cooperation.
• Strong customer service focus.
• Perform work assignments requiring attention to detail and accuracy.
• Skilled in oral and written communications to effectively relate well to others.
• Utilize AI-enabled tools, when appropriate, to support and enhance daily job functions.
• Demonstrate effective listening skills.

Certifications: NA

The information contained herein is not intended to be an all-inclusive list of the duties and responsibilities of the job, nor is it intended to be an all-inclusive list of the skills and abilities required to do the job. Management may, at its discretion, assign or reassign duties and responsibilities to this job at any time. Benefit offerings subject to change. Employment is contingent upon completion of a satisfactory background investigation.

Western Dakota Technical College recruits' candidates who are authorized to work in the United States or who may qualify for employer-sponsored H-1B status. The College does not provide employment-based permanent residency sponsorship.

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