The Administrative Assistant for the department of Business & Industry Solutions and South Campus is responsible for performing clerical and support duties necessary for the efficient operation of the South Campus and Business & Industry Solutions Department. The position reports directly to the Dean of Business and Industry Solutions. 

This position is assigned to the VGCC South Campus in Creedmoor, NC; although, some travel to other counties in the college’s service area is possible. Consistent with VGCC’s Teleworking Policy, this position is eligible for up to 1 day per week of telework after the first 6 months of employment in this position upon your supervisor’s approval.  

The following listing of essential job duties indicates the general nature and level of work required in this job. This is not designed to be a comprehensive listing of all the activities, duties, or responsibilities that may be required in this job. Individuals assigned to this job may be asked to perform other duties as required. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities of the job.

Essential Duties:

• Assist with management of the South Campus in Creedmoor, NC (Room assignments calendar per semester, assure all needed supplies and materials are consistently available for faculty and staff, update bulletin boards with signage for each semester and throughout the year, and complete supply inventory for the campus)
• Serve as point of contact for the South Campus 
• Assist with managing the front office at South Campus in the absence of the receptionist
• Assist with set up of events and meetings for the campus, on-campus Small Business seminars, on-campus Customized Training classes, and Entrepreneurship Center
• Maintain access through the Datatel/ Destiny One system to the Common Course Library for the college. Download courses from the Systems Office as needed to keep the datatel and destiny one systems up-to-date with new course additions or changes to courses that already exist.  
• Assist with maintaining the Occupational Extension Website and control sheet with regard to course information, online registration, and payments
• Assist students with applying for grants and scholarships for occupational extension classes. 
• Build course sections and classes in the system for occupational extension classes. 
• Enter registrations, registration fees, waivers, and third-party payments into the Datatel/Destiny One systems and process the payments. Route all payments and vouchers to the business office. 
• Collect end-of-course paperwork and prepare it for audit review. Maintain scanned copies of all end-of-course paperwork. Route original documentation to Audit Department. 
• Review and correct (if necessary) the Missing grade and duplicate records report
• Serve as a point of contact for the audit department to ensure end-of-course paperwork and reports are complete and to verify the ICR report for continuing education is correct.
• Check end-of-semester reports, make appropriate changes, and return them to the audit department. 
• Prepare course packets for instructors. Work with instructors to ensure the timely completion of required documentation.
• Assist Small Business Center Director and Customized Training Director with class or seminar paperwork. 
• Assist students with online registration and payment. Contact registered students to provide course information changes, update payment status, and/or remind students of upcoming classes. 
• Compile visitation report, each semester
• Prepare and maintain updated course outlines 
• Prepare part time instructor contracts and upload to Docu-sign
• Order textbooks, supplies and equipment through the E-procurement system for the Dean of Business and Industry Solutions, the Small Business Center Director and the Customized Training Director. 
• Attend training pertaining to course and paperwork requirements and updates, for Continuing Education
• Attend department and college-wide meetings. Take notes when needed. Prepare and distribute minutes to appropriate personnel
• Perform other duties as assigned by the Director/Coordinator/ Dean

Physical Demands:

• Light work that includes moving objects up to 20 pounds
• Sedentary work that primarily involves sitting/standing