Administrative Assistant - Workforce Continuing Education

Administrative Assistant - Workforce Continuing Education


Southwestern Community College
447 College Drive
Sylva, NC 28779
Phone: 828-339-4000

Job Location

Sylva, NC


$24,168.00 - $26,172.00 Annually


State Health Plan, life insurance,

Job Category

  • Clerical

Application Period

Opens: Friday, August 27, 2021
Closes: Thursday, September 30, 2021

Target Start Date

Friday, October 1, 2021

Expected Work Hours

8 am - 5 pm Mon - Thurs, 8 am - 12 pm Fr

Reports to

Dean of Workforce Continuing Education

Employment Type

Full-Time Non-Exempt Staff

Minimum Qualifications

Required:  High School or equivalent with 5 years of Office Admin experience.

Preferred Qualifications

Preferred:  A.A.S in Office Technology or related field required and 2 years of office work experience preferred.

Position Description

Statement of Primary Purpose

To serve as the first point of contact for students to obtain all pertinent information on Workforce Continuing Education classes, Small Business Center assistance, as well as providing administrative support to the department and instructors.



Full-time staff, non-exempt, Office Support


Essential Functions and Responsibilities

• Serves as office receptionist and answers the telephone.

• Contact with students, prospective students, instructors and co-workers can be either by phone, email or in person.

• Respond to requests for information concerning available programs and courses.

• Must have a general knowledge about all departments at Southwestern Community College and specific knowledge about Workforce Continuing Education classes. This includes class dates, times, descriptions, requirements, status, location, instructor, fees and exemptions associated with each class.

• It is also necessary to explain the various programs that are offered through Workforce Continuing Education. Provide administrative assistance to the Dean of Workforce Continuing Education, the Small Business Center Director and other areas of the division as needed. 

• Functions to the Dean include: sorting mail, typing, filing, faxing and taking messages, assisting with budget, requisitions, travel etc.

• Functions to the Small Business Center Director include:  Class schedules, assistance with marketing, social media posts, maintaining online class offerings, assisting with scheduling business counseling, and tracking of SBC attendees and surveys.

• Other duties include:  maintaining instructor approval, course approvals, assisting with transcript requests, assisting with compliance verification, editing CE Quarterly Tabloid to verify course information and approval.

• Maintain course outline files by keeping it updated with outlines for all courses offered through WCE. Creating files and filing class registrations, contract and rosters.

• Verifying BSP and HRD class registrations match names listed on roster, verifying dates and hours on instructor contract matches hours and dates on class roster.

• During audit, gather class files that were requested by auditor; file them in the appropriate place when audit is complete.

• Completing payroll on a monthly basis.

• Shredding of inactive student and class records. 

• Maintaining information for student scholarships.

• Building online classes in Moodle.

• E-Procurement for WCE


Additional Duties and Responsibilities

• Assist with registering classes, collecting fees and turning money into the business office and bookstore with appropriate paperwork.

• Type and/or copy any handouts or test material when requested by instructors.

• Assist instructors, when requested in the use of copier as well as clearing jams and other problems that may occur with the copier.

• Schedule copier repair and service as well as ordering toner and other supplies when needed. 

• Routinely check office supply cabinet and obtain supplies as needed.

• Keep printers and copies filled with paper.

• Make current College class schedules and other class information available in the reception area.

• Prepare requisition forms for supplies and equipment.

• Scheduling classrooms.

• Sorts incoming mail and places in appropriate boxes.

• Serve on college committees.

• Assist other college divisions with functions such as graduation, awards ceremonies, advisory boards, etc.


Minimum Qualifications


Required:  High School or equivalent with 5 years of Office Admin experience.

Preferred:  A.A.S in Office Technology or related field required and 2 years of office work experience preferred.


Knowledge and Skills    

Experience with Datatel (Colleague System), Excel and Word. Experience with Moodle, familiar with social media platforms, Constant Contact, and possess good communication and organizational skills;


Physical Demands          

Occasional lifting/moving of boxes of paper, contract, registration forms, etc.


Working Conditions and Environment

Occasional evening or weekend hours


Equipment Operation

Computer, copier, fax and calculator.


This position description covers the most essential functions and duties associated with this position.  Other duties may be assigned by the President or appropriate supervisory personnel.  The College reserves the right to alter duties, responsibilities, conditions, working hours, and job title as necessary.

How to Apply

Apply on Southwestern Community College website:

Job Post Contact