Purpose/position code/classification/level/work relationships
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To provide confidential support and assistance to the Director of Workforce and Community Education and its department and programs.
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MIDCTE10120
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Mid-management, II
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Non-exempt, non-bargaining unit
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Reports to: Director of Workforce and Community Education
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Principal working relationships: Dean of Career and Technical Education, Director of Workforce and Community Education, Associate Director of Workforce and Community Education, Coordinator of Career Development, Career Technical Education Program Support Specialist, Marketing Staff, Business Office Staff, Industry Partners, Community
Primary responsibilities
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Perform clerical and customer service tasks utilizing office technology, answering telephones, filing department documents, handling mailings, etc.
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Serve as the lead administrative and customer support specialist for Sandburg’s Workforce Development and Community Education Department and ICCB workforce development grant activities.
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Utilize technology systems to register Workforce Development and Community Education students and process payments.
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Prepare Workforce Development and Community Education instructor/vendor and external partner contracts for review by Administration.
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Provide logistics for Workforce Development and Community Education programming, including preparation of attendance sheets, nametags, handouts, evaluations, work orders, AV needs, refreshments, etc.
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Provide clerical support and prepare tests for instructors; proctor exams as needed.
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Maintain department and program files, including program evaluation forms, apprenticeship documentation, grant documents, and correspondence to various external agencies.
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Prepare pay requests for instructors/vendors and send to Administration for review and approval.
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Update the Workforce Development and Community Education websites and social media accounts to ensure accurate information is shared.
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Coordinate with Administration to facilitate program, department, and advisory meetings and serve as the recording secretary.
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Participate in the establishment and assessment of strategic initiatives and the assessment of the department’s key performance indicators.
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Create and update course sections in the College database, reserve classrooms, and reserve transportation fleet units as needed.
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Build and utilize spreadsheets to monitor course, enrollment, and program information. Provide necessary spreadsheet updates to Administration.
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Follow-up with inquiries and prospective participants through mailings, phone calls, e-mails, and text messaging.
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Prepare for and assist with program promotion for public engagement events, such as information tables at community events.
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Assist with creating, managing, and delivering surveys to program participants, industry partners, and community members.
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Monitor and maintain department equipment, consumables, supplies, and re-order when necessary.
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Submit invoices, requisitions, purchase orders, and expense reports relevant to Workforce Development and Community Education.
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Cross train for and serve as backup for program support in other areas as deemed necessary.
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Other Duties as Assigned.
Assist with:
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Coordinating special activities and events for both internal and external groups and assisting with public relations.
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Developing and updating program marketing materials.
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Perkins grant tracking and reporting relevant to Workforce Development and Community Education.
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Budget management and development.
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Supporting deliverables required within the Illinois Community College Board’s Noncredit Workforce Training Grant
Risk-management and loss-prevention activities
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Actively participate in and carry out activities in support of the college risk-management program in a capacity appropriate to this position.
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Monitor conditions, events and circumstances present in the college operation to avoid potential torts or injuries to students, staff or the general public, and then communicate observations to the appropriate supervisor and/or risk-management committee.
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Maintain a working knowledge of the college’s emergency procedures and how to operate emergency phone systems, including internal/external call boxes.
Minimum necessary education, skills and experience
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High school diploma or GED required. Associate degree or 60 semester hours of college credit preferred.
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Experience working with education/training/business services, consulting organizations and grant-supported programs preferred.
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Excellent word-processing, database, spreadsheet, bookkeeping and presentation development skills required.
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Interpersonal, organization, and communications skills essential.
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Must hold a valid driver's license.
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The ability to communicate successfully both verbally and in writing with clients without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
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Spanish or French proficiency preferred.
Physical requirements to perform job functions
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Basic dexterity skills (computer work, telephoning, and other office equipment).
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General physical effort required includes sitting, bending, reaching, and some lifting (20lbs or less) and the ability to place a work order for anything over that limit
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Operation of a motor vehicle as required for travel related to position responsibilities.
Implemented: 07/2024
This new position is funded in part through Illinois Community College Board grant funds until March 31, 2025. If the implementation of this position is deemed successful, additional funds to sustain this position may be sought. 