SUMMARY STATEMENT

The Administrative Office Associate will support the daily operations of Early College Programs.  This position will assist the Director and Coordinator of Early College Programs.

ORGANIZATIONAL RELATIONSHIPS

A.    The Administrative Office Associate reports directly to and is responsible to the Director of Early College Programs.  Oversight is also provided by the Vice President of Academic Affairs and Student Services.

B.    The Administrative Office Associate coordinates most closely with Admissions and Enrollment, Registration and Student Support, Records, Finance, college faculty, and Washington County Public Schools (WCPS) personnel.

ESSENTIAL DUTIES

A.     Provides administrative and clerical support to the Director and Coordinator of Early College Programs

1.    Prepares Early College Degree Program (ECDP) applications for review, sends decision letters, and assembles accepted student welcome folders

2.    Oversees the ECDP student attendance collection and creates a weekly report to WCPS

3.    Organizes Free and Reduced Meals (FARM) funding distribution for eligible ECDP WCPS students

4.    Assists with the updating of marketing materials including the website, flyers, and transfer poster

5.    Prepares Blueprint Registration Appeal documents for committee meetings and sends decision letters 

6.    Sends ECDP academic warning and probation letters

7.    Updates the ECDP D2L (student information system) page roster and post announcements

8.    Orders and maintains office supply inventories

9.    Other duties as assigned

    

B. Conducts front-line customer support and assistance to students and others

1.    Handles inquiries and requests from students, parents/guardians, and others by phone, email, and in person

2.    Assists with the scheduling of initial advising appointments for ECDP students

3.    Assigns lockers to ECDP students 

    

C. Organizes the ECDP Celebration logistics

1.    Submits space reservation requests for the ceremony and practice meeting

2.    Sends save-the-date mailing and invitations

3.    Coordinates program certificates -- oversee the creation, printing request, and signature collection of HCC and WCPS administrators

4.    Creates ceremony program -- gathers individual student information, schedules the photo shoot, and coordinates printing 

5.    Tracks RSVPs and places the catering order

    

D. Assists with ECP events and programming

1.    New Student Orientation -- Organizes handouts and helps at the ECDP table at the Resource Fair

2.    ECDP Workshop Series -- Reserves classrooms and tracks attendance

3.    ECDP Information Sessions -- Reserves space, organizes handouts, and tracks attendance 

Requirements

EDUCATION AND EXPERIENCE

Associate's degree required: Bachelor's Degree preferred. Experience working in either a K-12 or post-secondary environment preferred.  

SKILLS AND ABILITIES

Must have the ability to communicate effectively with students, faculty, staff, and administrators; maintain confidentiality of student records; have excellent skills in computer applications such as Microsoft Office 365 (OneDrive, Outlook, Word, Excel, Teams); be able to organize and prioritize work requests in a timely manner.   Experience with Datatel (or comparable administrative database) is preferred.