Administrative Assistant III, Early College & Promise Programs

The Administrative Assistant supports the operational, administrative, and logistical functions of Early College and Promise Programs across the district. This role is responsible for coordinating program activities, managing scheduling and events, supporting instructional processes, and maintaining accurate records to ensure efficient, compliant, and student-centered program delivery.

This position plays a key role in supporting high school partnerships, dual enrollment faculty coordination, and early college and promise programming across multiple campuses and sites.

Key Responsibilities:

• Coordinate day-to-day administrative operations for Early College and Promise programs
• Manage complex scheduling across multiple campuses, high schools, faculty, and program activities
• Maintain program calendars and coordinate meetings, workshops, and key events
• Plan and coordinate logistics for Early College events, workshops, orientations, and partner meetings
• Manage scheduling, space reservations, materials, and communication for all program events
• Support recruitment and outreach activities in collaboration with program staff and partners
• Coordinate processes related to Dual Enrollment faculty staffing and stipend assignments
• Support Faculty Liaison/FLAC coordination, including scheduling, communication, and documentation
• Assist with tracking and processing faculty stipends in collaboration with Payroll and the Business Office
• Maintain records related to course offerings, faculty assignments, and instructional needs
• Support coordination with high school partners for scheduling, workshops, and program activities
• Support audits, reporting requirements, and adherence to state and institutional policies
• Coordinate with the Business Office on documentation for third-party billing, payments, refunds, and stipends
• Acts as a backup for the Admission Area
• Acts as a backup for the Enrollment Management Coordinator
• Assist with tracking program-related expenditures and documentation and acts as a budget liaison for Early College
• Support processing of forms related to concurrent enrollment and program participation

Education:

• Associate's degree

Experience:

• Three years of related experience

Knowledge/Skills/Abilities:

• Experience in administrative coordination, preferably in higher education or K-12 partnerships
• Strong organizational skills and attention to detail
• Excellent verbal and written communication skills
• Ability to manage multiple priorities across campuses and external partners

Education:

• Bachelor's degree

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements and competencies listed represent the required knowledge, skill, and ability. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee must frequently use hands to finger, handle, or feel. The employee is occasionally required to stand, walk, and reach with hands and arms. In addition, the employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is usually quiet.