Program Admin Assistant

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Job Title: Program Admin AssistantAgency: West Georgia Technical College Job Requisition ID: JR0000005319Shift: Not Applicable (United States of America)Compensation Details: $41,000.00 PER YEAR Job Description: Job Summary: Performs advanced administrative and operational support functions for the Adult Education Department. Responsibilities include coordinating departmental activities and special projects; processing purchases and maintaining purchasing records; tracking departmental expenditures, payroll, and budget activity; maintaining inventory records; coordinating Adult Education graduation ceremonies; supporting scholarship review processes; preparing reports; maintaining records and files; and providing administrative support to the Dean of Adult Education. Utilizes software applications including Microsoft Office products, Workday, and other institutional systems to ensure efficient department operations and compliance with federal, state, and institutional requirements. Essential Functions: Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Coordinate and process departmental purchasing activities using Workday; maintain purchasing documentation and records. 10%

• Prepare and submit monthly invoices for correctional education testing services and reimbursement requests; maintain supporting documentation. 10%

• Monitor, reconcile, and track monthly departmental expenditures, payroll records, labor reports, and budget activity using Excel and other reporting tools. 15%

• Maintain financial records for the Adult Education Testing Center, including tracking monthly revenues and expenditures and preparing reports. 5%

• Coordinate and oversee Adult Education graduation ceremonies, recognition programs, and related special events conducted throughout the year. 10%

• Maintain departmental and testing center inventory records; coordinate and conduct annual inventory audits. 10%

• Provide administrative support to the Dean of Adult Education, including preparation of reports, correspondence, meeting coordination, and special projects. 10%

• Respond to Adult Education inquiries by phone and email; provide program information and direct students and the public to appropriate services and resources. 5%

• Assist with the review, organization, and processing of Adult Education Foundation scholarship applications, student testing vouchers and supporting documentation. 10%

• Process and maintain required student eligibility documentation and related compliance records. 5%

• Maintain departmental electronic and paper filing systems; coordinate meetings, communications, and calendars as needed. 5%

• Prepare and maintain Time & Effort and other grant-related documentation. 2.5%

• Assist with adult education recruiting efforts, prepare interview materials, track progress and conduct reference checks 2.5%

• Other duties as assigned. Competencies:

• Knowledge of TCSG policies, procedures, and Adult Education program requirements.

• Knowledge of budgeting, purchasing, payroll reconciliation, and inventory management.

• Proficiency in Microsoft Excel and other Microsoft Office applications.

• Strong organizational and recordkeeping skills.

• Ability to analyze financial and operational data and prepare reports.

• Strong written and verbal communication skills.

• Ability to manage multiple priorities and meet deadlines.

• Skill in working collaboratively with faculty, staff, students, and community partners. Work Environment: This job operates in a professional office environment. This role routinely uses standard office equipment and technologies. Position Type/Expected Hours of Work: This is a full-time administrative position. The workload is Monday-Friday. Travel: Travel to other campuses is a possibility for meetings, training, professional development, etc.… Required Education and Experience: Bachelor's degree in a related field OR High School Diploma/GED and three (3) years of related work experience. Note: Experience may substitute for the degree on a year-for-year basis Preferred Education and Experience:

• Associate’s or Bachelor's degree in Business Administration, Office Administration, Accounting, or related field.

• Experience working in Adult Education, higher education, or a public-sector environment.

• Experience with Workday purchasing and finance modules.

• Advanced Microsoft Excel skills.

• Experience with budget tracking, payroll reconciliation, purchasing, and inventory management.

• Experience coordinating events, graduations, or special projects.

• Experience reviewing scholarship or grant documentation. Advertised Pay: $41,000 Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Minimum Qualifications: Bachelors Degree and One (1) year of work related experience - -OR - -Associates Degree in Business Administrative Technology and Two (2) years of related work experience - -Note: Experience may substitute for the degree on a year-for-year basis. Equal Employment Opportunity Employer The State of Georgia does not discriminate based on race, color, national origin, sex, religion, age, disability, or other protected categories in employment or the provision of services. Qualified applicants may request reasonable accommodation when needed during the application and/or screening process by contacting the appropriate agency Human Resources department.