Administrative Assistant I – Business & STEM and Industrial Tech

Position Summary This position provides essential administrative, clerical, and operational support, along with special project assistance, to facilitate the Workforce Development operations of the Business & STEM (BSTEM) and Industrial Technologies Divisions. The role includes assisting students and the public with registration and inquiries, managing records and documentation, coordinating meetings, events, and training activities, and supporting the J1 student information system. Strong communication skills and the ability to adapt to changing procedures and systems are essential. Position Responsibilities Assist with office organization and daily operational support. Assist Continuing Education student applicants with registration procedures. Provide customer service and information to students, instructors, employers, and the public. Respond to public information requests via phone, email, and in-person inquiries. Answer, screen, and direct incoming phone calls and visitors. Develop, organize, and maintain electronic and physical reports and records Coordinate office communications and correspondence, appointments, meetings, and training activities. Order and maintain office supplies and training materials. Prepare and submit requisitions, purchase requests, invoices, charges, enrollment documentation, and related records associated with program expenditures and purchases. Assist training programs. Assist with travel arrangements, including conference registrations, hotel accommodations, transportation, and related documentation. Assist with planning and coordination of meetings, graduations, workshops, conferences, and industry events. Prepare materials and packets for meetings, trainings, presentations, and special events. Manage the J1 student information system by enrolling students, maintaining student and program records, and generating rosters, reports, certificates, and registration-related documentation. Adapt to changes in the office procedures, software systems, and job responsibilities. Perform other duties and special projects assigned by the supervisor. Minimum Position Requirements Associate’s degree in office professional or related degree preferred. Extensive related work experience may be considered in lieu of formal education. Minimum of 2 to 3 years related work experience, preferably in an education setting. Proficiency in MS Word, Outlook, Excel and similar software programs. Must have excellent written and verbal communication skills. Must be able to work in a typical office environment and get along in a courteous and professional manner with a diverse group of faculty, staff, and students. Work Requirements Mon.-Thurs. 8am – 5pm, Fri. 8am – 3:45pm Position holder works a maximum of 40 hours per week. Worker’s compensation insurance and limited retirement plan are provided. Supervisory Responsibilities 0 Full-Time Direct Reports 0 Part-Time Direct Reports Physical Demands and Work Environment Work is normally performed in a typical interior/office work environment. Limited physical effort required; however, the employee may occasionally lift and/or move up to 15 pounds. No or very limited exposure to physical risk. Safety Provide resources for safe operation of units. Create and support workplace safety. Benefits and Perks 36-hour work week f or a healthy work life balance as well generous paid leave time. Health, life, and income protection insurance are provided. An excellent retirement program through the Teacher Retirement System Full Time employees have free use of the college’s recreational/fitness facilities. Full Time employees are eligible for the Public Student Loan Forgiveness (PLSF) after 10 years of service. Tuition scholarships are for the employee and dependents. Compensation for this 12-month position is $31,378 annually, as determined by Kilgore College's established pay grade structure and policy. This is salary is considered non-negotiable. Disclaimer The above description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job, nor is it intended to be an all-inclusive list of the skills and abilities required to do the job. Duties and responsibilities may change with business needs. Kilgore College reserves the right to add, change, amend, or delete portions of this job description at any time, with or with notice. Employees may be required to perform other duties as requested, directed, or assigned. In addition, reasonable accommodations may be made by Kilgore College at its discretion to enable individuals with disabilities to perform the essential functions. Kilgore College does not participate in the federal Social Security program. All full-time positions are located in Kilgore, TX. No fully work from home positions are available at this time. All employees must be available to physically present to work on the Kilgore, TX or Longview, TX Campus. Some Part-Time and Adjunct positions may be offsite but the candidate MUST live in the State of Texas. Kilgore College is a two-year, comprehensive public community college with a campus in Kilgore and an extension center in Longview, Texas. With approximately 7,000 students, Kilgore College is a student-centered institution characterized by excellence in teaching and quality learning opportunities. Kilgore College is focused on continually improving their students’ holistic experience leading them to success in life while improving access to higher education and partnering with those who advance the vision of a stronger community culturally, socially and economically. Vision Statement: We commit to be the higher education institution of choice in Northeast Texas. Positions will remain open until filled. Some Adjunct and Part-Time teaching positions may remain open perpetually as the need for part time instructors fluctuates with student enrollment. Teaching positions will be required to submit official transcripts upon an offer of employment. An offer of employment will be contingent upon passing a background check. Federal law prohibits the employment of unauthorized aliens. All persons hired must submit satisfactory proof of employment authorization and identity within three (3) days of being hired. Failure to submit proof within the required time shall result in immediate employment termination. All position appointments are subject to approval by the college's Board of Trustees. This description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job, nor is it intended to be an all-inclusive list of the skills and abilities required to do the job. Duties and responsibilities may change with business needs. Kilgore College reserves the right to add, change, amend, or delete portions of this job description at any time, with or with notice. Employees may be required to perform other duties as requested, directed, or assigned. In addition, reasonable accommodations may be made by Kilgore College at its discretion to enable individuals with disabilities to perform the essential functions. Kilgore College is an equal opportunity institution and does not discriminate on the basis of sex, race, color, religion, age, national origin, disability in violation of Section 504 of the Rehabilitation Act or 34 C.F.R. Part 104, veteran’s status or genetic information in its educational programs, employment policies or activities. Know Your Rights Employment Notice Employee Rights and Responsibilities Under the Family and Medical Leave Act All positions are considered security-sensitive and subject to a background check pre-employment.