Job Information
HELENA COLLEGE - UNIVERSITY OF MONTANA Dual Enrollment Administrative Associate in HELENA, Montana
Helena College University of Montana a comprehensive two-year college, provides access to and support of high quality lifelong educational opportunities for our diverse community. Helena College is seeking qualified applicants who wish to become part of a dynamic and creative team for a full-time position as an Administrative Associate III. The Dual Enrollment Administrative Associate III will support the administrative and clerical needs of the K-12 Partnerships department. This includes general reception and customer service, document processing, managing purchasing and travel paperwork, scheduling appointments, and assisting in the planning and execution of departmental events. This position reports to the Assistant Director of K-12 Partnerships. The Assistant Director of K-12 Partnerships reports to the Executive Director of Career Technical Education & Dual Enrollment. Examples of Duties and Responsibilities - Answer the phone and greet visitors to the K-12 Partnerships office by providing friendly and helpful assistance to students, families, teachers, and counselors. This involves customer service, a desire to learn about the population served by K-12 Partnerships, curiosity and ability to grow in understanding, as well as critical-thinking and problem- solving skills. - Process high volumes of dual enrollment application and registration forms. Maintain exceptional attention to detail and learn to navigate college systems and databases effectively. - Serve as the primary point-of-contact for early college students by emailing registration details and assisting students who have questions about registration. Manage the early college registration process by maintaining accurate records and providing follow-up to students. - Develop and design departmental materials using Canvas such as flyers and helpful fact sheets. - Draft correspondence and emails to students following a semesterly schedule of communication. Anticipate student needs and work collaboratively to assist the department with effective messaging. - Understand and apply FERPA to incoming questions surrounding student records to ensure the student right to privacy is maintained. - Assist with all necessary forms and documents needed by departmental staff. Documents will include, but are not limited to, travel forms, time cards, purchase orders, and budget modifications. - Act as the primary point-of-contact for scheduling dual enrollment advising appointments with the Assistant Director of K-12 Partnerships. Take messages in the Assistant Director absence and answer general questions to support students. - Assist with and actively participate in dual enrollment and career exploration events, which may require working in the evenings, on occasion. - Work with the Assistant Director of K-12 Partnerships and Executive Director of CTE & Dual Enrollment to complete special projects which involves research, data collection, and data clean up. - Provide clerical assistance for the department, including copying, shredding, and maintenance of all equipment (copier and shredder) and supplies needed. - Make purchases following specific purchasing guidelines and track the departmental budget. - Other duties that support the department's mission and objectives. This position is not responsible for the management and supervision of others, except for the occasional work study or temporary worker hired to assist. Minimum Qualifications - Associate degree or certificate in related field and relevant work experience; or an equivalent combination of education and experience - Interest in learning about 2-year education, dual enrollment, and effective student support - Exceptional customer service skills - Strong organizational skills - Strong attention to detail - Ability to work in a team environment - Understanding of all Microsoft Office applications, including Word, Excel, Outlook - Ability to understand, summarize, and present written informatio - Ability to prioritize and manage projects - Good problem-solving skills - Ability to work independently with minimal supervision after training - Basic understanding of how to use research to find information - Understanding of the need for discretion and confidentiality Preferred Experience working in an office setting as an administrative assistant or performing similar duties in a professional role. Additional Information Work Schedule: Full-time, 1.0 FTE (40 Hours a week), Monday through Friday 8:00 am to 5:00 pm schedule. Union Affiliation: FOCUS-MFPE Probationary Period: Six months minimum Benefits Include: Insurance package, mandatory retirement plan, partial tuition waiver, and wellness program. Screening of applications will begin after the closing date of Wednesday, November 20, 2024 by 11:59 PM (Mountain Time); however, applications will continue to be accepted until an adequate applicant pool has been established. A complete application Includes: 1. Letter of Interest ? addressing your qualifications and experience related to the stated required skills for the position. A general letter salutation such as ?Dear Search Committee? or ?Dear Hiring Manager? is acceptable 2. Detailed Resume listing education and describing work experience 3. Three (3) professional references - names and contact information for three (3) professional references. Incomplete applications may not be considered.