The Greenville Center, Winterville, NC
Closes: Tuesday, March 19, 2019
Target Start Date
Expected Work Hours
Associate degree in business, secretarial science, or a related field and three to five years of secretarial experience; or any equivalent combination of education and experience which provides the required skills, knowledge, and abilities. Datatel experience and NCRC preferred.
See minimum qualifications
Preference Given to Applications Received by March 18, 2019
Under general supervision, provides administrative, secretarial, and clerical support to the Director of Business and Industry, Human Resource Development (HRD) Coordinator, and National Career Readiness Certificate (NCRC) & Workplace Readiness Lab of the Continuing Education and Community Workforce Division of Pitt Community College. Provides assistance to students, industry customers and instructors in a variety of areas. Reports to the HRD Coordinator for HRD programing, and Director of Business and Industry for general departmental activities.
Provides students and industry customers with general information about Pitt Community College, and specific information regarding the HRD Programs and NCRC of the Continuing Education Division of the College. Responds to questions/inquiries by students, industry customers and instructors, and assists same in completing paperwork and with a variety of other needs.
Receives visitors in the office and answers the telephone; handles calls, takes messages, or directs calls as appropriate.
Performs various clerical/secretarial duties in support of the Directors and Coordinators and the Division including typing letters, memos, reports, course outlines/syllabuses/descriptions, tests, handouts, etc.; encoding registration and other information into computer; copying documents; picking up and distributing mail and class paperwork; maintaining and organizing office files; scheduling appointments, etc. Disseminates information and materials to division and other College offices.
Collects and processes class registration forms, class rosters, and course evaluations from students and industry customers; also prepares processes third party billings/invoices. Sets up class files with registration forms, attendance sheets, in accordance with established criteria defined by the College and the North Carolina Community College System Requirements. Verifies all information for accuracy, contact appropriate individual when necessary to ensure all course paperwork/information is completed correctly. Makes changes as needed.
Researches student files as needed to prepare transcripts.
Performs a variety of personnel-related duties including collecting and processing contracts from instructors; obtaining and verifying employment forms; processing attendance sheets and submitting with prepared payroll sheet for check disbursement; maintaining current balances on instructors' salaries, travel, supplies and materials, etc.; and informing instructors of various aspects of program policies and procedures; etc.
Assist with and coordinates activities of Division and Departmental personnel with various functions within the College.
Maintains inventory of office equipment and supplies. Ensures that all equipment is maintained and serviced properly. Orders, picks up, and distributes supplies as needed.
Receives, reviews, processes, submits and/or files a variety of documents and reports including requisitions, course outlines/tests/syllabuses, various lists, personnel records/reports, extension quarterly report, monthly staff development plan, etc.
Operates and maintains a variety of standard office machines and equipment including computer, typewriter, copier, calculator, scanner, phone, etc.
Extracts computer information to generate statistical documents, reports, etc.
Assists with registration as and where needed.
Performs a variety of duties in support of the instructors including assembling instructor packets to include contracts, registration forms, rosters, course evaluations and attendance sheets; preparing and distributing needed materials and forms for instructors; etc.
Designs, reconstructs, and amends Continuing Education forms. Assists in preparing Division and Departmental advertisements. Fills in for switchboard and front desk operator occasionally as needed.
Participates in workshops, seminars, and other staff development activities. Serves on assigned special committees and projects. Billing and Invoicing for certification exams and proctor exams occasionally as needed. Performs other duties as required.