Position Summary: The Workforce Skills Academy Assistant provides essential academic administrative, scheduling, and operational support for the Workforce Skills Academy (WSA). This role is central to ensuring smooth course delivery, faculty coordination, compliance, and customer service across WSA programs. The position blends strong administrative support skills with operational coordination, serving as a key connector between faculty, staff, colleges, and external partners.
This role directly supports student success, instructional quality, and operational efficiency—critical learning outcomes for noncredit and workforce education. The incumbent will be the primary point of contact for WSA operations and will take ownership of all WSA processes and communication across the organization, including the setup of new partner businesses and expansions for existing partners. This person will partner closely with Academics, Admissions, Operations, Student Services, and other relevant stakeholders to ensure academic standards, enrollment and strategic objectives are achieved.
Essential Functions – Workforce Skills Academy:
Student & Academic Scheduling, Coordination, and Systems Support
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Set up and maintain online applications, course registrations, and student scheduling options for WSA programs.
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Coordinate course and program schedules with internal colleges and WSA staff, including closed cohorts and special programs.
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Maintain the WSA course catalog, including new course setup, updates, and maintenance.
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Manage course surveys (e.g., Qualtrics), ensuring participant access and troubleshooting issues as needed.
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Maintain accurate rosters, sections, and enrollment data in university systems.
Faculty & Instructional Support
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Serve as the primary operational point of contact for WSA faculty.
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Coordinate class starts, instructional materials, facilities, and logistics.
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Support faculty assignments, section status updates, and adjunct onboarding documentation.
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Maintain accurate faculty files to ensure institutional and accreditation compliance.
Payroll & Financial Processing
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Complete and submit monthly payroll for adjunct faculty teaching WSA Certificates.
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Track instructional assignments and verify accuracy of payroll-related data.
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Support basic budget tracking, purchasing, and documentation as assigned.
Academic & Administrative Support
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Serve as a frontline contact for internal and external inquiries related to WSA operations.
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Support facilities coordination for classrooms, events, and special programs.
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Maintain shared tools, reference documents, and operational checklists.
Other Duties as Assigned
Core Competencies:
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Service Orientation – Applies effective interpersonal and problem‑solving skills when responding to internal and external customers. Demonstrates a strong commitment to high-quality service, timely follow-through, and positive working relationships with faculty, staff, students, and partners.
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Planning and Organization – Demonstrates the ability to organize tasks, schedules, and information efficiently. Plans work to meet deadlines, balances multiple priorities, and maintains accurate records to support smooth operations and instructional delivery.
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Accuracy and Follow-Through – Pays close attention to detail and strives for accuracy and consistency in all work. Follows tasks through to completion, ensuring documentation, payroll, scheduling, and system data are complete and correct.
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Collaboration and Communication – Works effectively with colleagues across teams and departments to support shared goals. Communicates clearly and professionally, shares information appropriately, and builds strong working relationships to support program success.
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Adaptability and Problem-Solving – Responds positively to changing priorities, deadlines, and operational needs. Identifies issues, evaluates options, and takes appropriate action to resolve problems while knowing when to seek guidance.
Education: Associate’s degree in Business Administration or related field preferred; equivalent experience considered.
Experience:
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3–5 years of administrative or operations support experience, preferably in higher education or workforce education.
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Experience supporting scheduling, faculty coordination, or payroll processes strongly preferred.
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Strong organizational skills with close attention to detail.
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Excellent customer service and communication skills.
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Ability to manage multiple priorities and deadlines.
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Comfort with systems, data tracking, and documentation.
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Able to multi-task, prioritize, and manage time efficiently.
Computer Skills: General office and internet skills. Microsoft Office: Excel, Word, PowerPoint.
Certificates & Licenses: Driving is an essential function of this position. Must have a valid driver’s license, good driving record, and be insurable under BU’s insurance policy.
N (Not Applicable)
Activity is not applicable to this occupation.
O (Occasionally)
Occupation requires this activity up to 33% of the time (0 - 2.5+ hrs./day).
F (Frequently)
Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs./day).
C (Constantly)
Occupation requires this activity more than 66% of the time (5.5+ hrs./day).
Other Physical Requirements: N/A
Reasonable Accommodations Statement: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
Work Environment:
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This is a salaried position with a standard work schedule of 30 hours per week. Specific hours may be established in collaboration with the supervisor based on departmental needs.
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Works a hybrid schedule coming to campus as business needs determine.
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Ability to travel up to 5-10% of the time.
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Works with critical deadlines, i.e., often under extreme pressure.
NOTE: The statements above are intended to describe the general nature and level of work involved for this job. It is not an exhaustive list of all responsibilities, duties and skills required of this job. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.
The Higher Education Opportunity Act requires institutions participating in federally funded financial aid programs to make information about the institution available to the public, current and prospective students, and current and prospective employees. The Bellevue University Consumer Information webpage, found at www.bellevue.edu/student-support/consumer-information/consumer-information, provides readily accessible information to help consumers make informed decisions about post-secondary education. Bellevue University’s Annual Security and Fire Safety Report (ASR), found at www.bellevue.edu/student-support/consumer-information/pdfs/annual-safety-report.pdf, provides information about campus crime statistics and institutional security policies and procedures as well as information about student housing fire statistics and fire safety policies. You can obtain a paper copy of these reports from the Bellevue Dean of Students office by calling 402-557-7028. In addition to this, Bellevue University is an Equal Opportunity Employer.
