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Receptionist/Office Assistant, Adult Education Center
Company | Johnson County Community College |
Address | Overland Park, KS, United States |
Employment type | TEMPORARY |
Salary | |
Category | Higher Education |
Expires | 2023-06-22 |
Posted at | 1 year ago |
Position, Department: Receptionist/Office Assistant, Adult Education Center, Continuing Education & Workforce Development
- Strong organizational skills: ability to prioritize and to work on numerous projects simultaneously; flexibility
- 2 – 5 years’ experience performing similar work in an office setting
- Positivity and ability to manage unexpected events with calm, sound judgment. Full proficiency in customer service and customer relationship management
- High initiative, strong work ethic
- Reliability and dependability, including on-time arrival and departure with minimal
- Very strong interpersonal skills with a very diverse clientele, including diplomacy in managing conflict and effective communication with non-native English speakers and individuals from other cultural backgrounds
- High school graduate or equivalent.
- Heart for the mission of adult education
- Skilled in managing confidential information and program records
- Proficiency with Microsoft Office and other software
- Proficient in use of Xen Direct, SharePoint, AESIS, databases and other custom applications.
- Provide support to instructors by tracking student attendance hours and other required data in a statewide database for the purpose of monitoring, tracking, reporting, and maintaining funding. May also assist with the entering or verification of data into a state database. Practice proper file security of confidential records. Performance is acceptable when: a. Attendance hours are obtained from the instructors, entered into program attendance tracking software with accuracy and timeliness, and reported to the Program Data Specialist accurately and on time. b. Student information is accurate, complete, and available to meet reporting deadlines. c. Spreadsheets are created/updated accurately and in a timely manner. d. Electronic and hard copy student records are kept confidential and secure.
- Assist classroom instructors with student outreach, classroom materials, and information. Assure availability of supplies and printed materials for instructors. Performance is acceptable when: a. Requests are submitted promptly and tracked for timely resolution of classroom issues, and classroom computers and other equipment are updated and ready for classes. b. Flyers, promotions, notebooks, and other materials are created and copied. Materials and classroom supplies are ordered and ready for classes. c. New student folders are assembled and ready for orientations. d. Newly registered students are contacted and provided with the necessary information for attending testing and orientation sessions. e. Absent students are contacted and the reason for their absence is communicated to their classroom instructor.
- The Office Assistant registers students for classes; accepts payments and applies standard bookkeeping procedures; organizes and manages records, files and forms for teachers and staff. Performance is acceptable when: a. Students are registered for classes efficiently and effectively. b. Checks and money orders are processed and sent to the appropriate JCCC Office for deposit in a timely manner. c. Records and files are organized, accurate and complete, and easily retrieved when needed.
- Lead and/or assist with safety, security, and emergency preparedness procedures. Communicate logistics relating to safety, security, and facilities needs. Ensure that all students and staff have safely excited the center and that the front doors are locked and secure after evening classes dismiss. Performance is acceptable when: a. Issues regarding safety and security are managed and reported in a timely manner b. Facilities issues and needed repairs are reported in a timely manner c. Staff member is up to date on emergency preparedness policies and procedures for JCCC and their center location(s).
- Staff the front reception desk and monitor the entrance to the center. Greet the public and provide program information (by phone and in person) about enrollment and participation in ABE/GED/ESL classes. A frequent challenge of the role is providing program information to non-native English speakers. Performance is acceptable when: a. Callers and visitors are greeted in a friendly, caring manner. b. Callers are satisfied that their questions are answered correctly and thoroughly. c. Students are registered for GED or ESL classes.
- Duties and responsibilities, as required by business necessity, may be added, deleted or changed at any time at the discretion of management, formally or informally, either verbally or in writing. Scheduling, shift assignments and work location may be changed at any time, as required by business necessity.
- Provide support to JCAE leadership through one or more ad hoc or recurring projects involving process definition/refinement, event planning, data/records/systems management or use, document creation/production or similar involving deadlines, collaboration and overall management of timely, quality outcomes. Performance is acceptable when: a. Projects are well-conceived, developed in collaboration with appropriate stakeholders, and completed with quality and timeliness. b. Personal initiative is balanced with collaboration and recognition of when others’ roles call for their involvement and agreement. c. Support development and execution of special events as requested (e.g., Volunteer Banquet, Graduation, In-Service events, etc.).
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