Title: Workforce Solutions Associate

Employee Classification: Clerical & Support Staff

Institution: Northeast State Community College

Department: Workforce Solutions

Salary: $31,565-$34,736 dependent on education and experience

Job Summary

Reporting to the Director of Workforce Solutions, the Workforce Solutions Associate is responsible for clerical and operational support to the Workforce Solutions office. They coordinate the departments office operations including records management, report development, schedules, and office procedures. They are responsible for planning and making arrangements for all courses and seminars hosted by the department, including ordering and setting up hospitality, reserving and setting up rooms for events, attending to the needs of instructors and students, collecting forms, and cleaning up after events. They provide information and respond to inquiries both electronically and verbally, internally to the college, and externally to the business and general community.

Job Duties

• Coordinate internal office operations required to fulfill the mission of Workforce Solutions.

• Coordinate office operations with internal departments to the College as well as external organizations.

• Deliver excellent customer service to the public, course participants, and internally to the College.

• Coordinate the office operations by maintaining calendars and scheduling events and meetings with internal and external training and/or event attendees using Outlook or other scheduling software for the Director of WFS, Coordinator of WFS, and WFS events and courses.

• Respond to all inquiries regarding details of scheduled trainings, events, and office processes.

• Compose correspondence, prepare travel, and other reports, etc.

• Assist the Coordinator in maintaining and updating existing Workforce Solutions website, social media platforms, and newsletter including course and event information.

• Process all purchase orders for office operations and course-related materials. Prepare materials for courses and maintain office supplies.

• Assist Coordinator with admissions functions for Workforce Solutions including:

o Maintain student records and documentation. o Take/monitor registration for classes using Campus CE.

o Respond to irregularities such as holds. Contact internal departments to determine the reason for the hold. Notify Coordinator or Director of WFS as needed to resolve.

• Coordinate the billing process with the Business Office including, but not limited to :

o Initiate and process billing requests and monitor payments by individual participants or organizations.

o Monitor the balance of service agreements with outside organizations and coordinate with the Business Office for invoicing.

• Assist the Director and Coordinator in maintaining the Workforce Solutions contact hour documentation for TBR Workforce Development report including:

o Maintain electronic record retention system.

o Collect required information.

• Assist with proctoring examinations as needed.

• Assist the Coordinator in arrangements for programs and events including planning and ordering hospitality, delivering and setting-up hospitality items and class materials and collecting forms.

• Assist and collaborate with the Office of Apprenticeship in maintaining proper records and apprentice registration.

• Create and maintain departmental spreadsheet and additional documentation as needed, combining information from purchase orders for materials and hospitality.

• Complete other assignments as directed by supervision.

Minimum Qualifications

• Associate degree or higher from an accredited institution and one year of clerical and office administration experience OR high school diploma (or equivalent) and three years of clerical and office administration experience

Preferred Qualifications

• Experience coordinating events, seminars, and/or workshops with internal and external constituents
• Experience with web design utilizing a CMS
• Experience with professional social media
• Professional experience with Banner
• Professional experience with D2L or other learning management system
• Conversational ability or fluency in a second language

Knowledge, Skills, and Abilities

• Technology Skills: MS Office suite; videoconferencing software; digital records management systems; general operating systems and data information systems
• Ability to deliver goods to various departments across multiple campuses
• Excellent written and verbal communication skills
• Ability to adapt to new technology
• Ability to work with minimal supervision
• Detail-oriented

• Occasional travel may be required
• Alternate work schedule required as needed for class set-up and organization

For assistance regarding the job ad, application process, or application status, please contact the Office of Human Resources at 423-354-5183 or HRstaffing@northeaststate.edu.

Special Instructions to Applicants: To be considered for a position at Northeast State, you must create an online application. A resume and unofficial transcripts are required; a cover letter is optional. You will also be required to provide the contact information for a minimum of three (3) professional references. Your skills, abilities, qualifications, and years of experience will be evaluated using only what is recorded on your application. Please note that attaching a resume does not substitute for completion of the application form. Part-time work experience is calculated at 50% of full-time experience.