Administrative Assistant

POSITIONOVERVIEW:The Administrative Assistant serves as the primary point of contact for students, prospective students, visitors, employees, and callers and is responsible for creating a welcoming, professional, and positive first impression of Western Technical College. The position manages front desk and reception activities, provides exceptional customer service, performs administrative and clerical functions, and provides support to the Campus President and other departments as assigned.

ESSENTIAL FUNCTIONS:

1. Provide exceptional customer service and consistently create a welcoming, professional, and positive experience for students, prospective students, employees, visitors, and callers.
2. Greet and assist visitors in a friendly and professional manner, determine the purpose of their visit, and direct them to the appropriate individual or department.
3. Answer, screen, route, and respond to incoming telephone calls in a timely, courteous, and professional manner.
4. Maintain an organized, professional, and welcoming front desk and reception area.
5. Operate standard office equipment and promptly report equipment issues to the appropriate individual.
6. Prepare outgoing mail and receive, sort, and distribute incoming mail and deliveries.
7. Complete and submit student Verification of Enrollment (VOE) requests, excluding BSN, in accordance with established procedures.
8. Assist the Campus President with administrative functions, including preparation for audits, graduation ceremonies, and other campus activities.
9. Verify that required student orientation documents are completed and properly uploaded into the Student Information System (SIS) following each start.
10. Compile, review for completeness, and distribute required daily reports to designated recipients.
11. Administer authorized assessments, including typing, Wonderlic, and TABE tests, and serve as a backup proctor for the Pearson VUE testing center as needed.
12. Accept authorized student payments, issue receipts, and ensure funds and related documentation are handled in accordance with established procedures.
13. Initiate and process diploma, certificate, and transcript requests in accordance with established procedures.
14. Maintain the confidentiality and security of student, employee, financial, testing, and institutional information.
15. Perform other duties as assigned.

EDUCATION, EXPERIENCE & OTHER REQUIREMENTS:

1. High school diploma or equivalent required.
2. Minimum of one year of administrative, clerical, reception, or customer service experience preferred.
3. Experience working in an educational, professional office, or customer-facing environment preferred.
4. Experience handling payments, maintaining records, or working with confidential information preferred.

1. Bilingual in English and Spanish is preferred.
2. Ability to work a flexible schedule as required to support campus operations, testing, graduation ceremonies, and other College activities.
3. Ability to use a mobile device for required multifactor authentication (MFA).

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

1. Exceptional customer service skills with a demonstrated ability to consistently interact with students, prospective students, employees, visitors, and the public in a welcoming, courteous, professional, and helpful manner.
2. Ability to maintain a professional, approachable, and service-oriented demeanor, including during periods of high activity, frequent interruptions, or challenging interactions.
3. Excellent verbal and written communication skills, including professional telephone etiquette and the ability to communicate clearly and effectively with diverse audiences.
4. Strong organizational and time-management skills with the ability to prioritize multiple responsibilities and respond effectively to frequent interruptions and changing priorities.
5. Strong attention to detail and ability to maintain accurate records, reports, and documentation.
6. Ability to exercise sound judgment, use discretion, and maintain confidentiality when handling sensitive information.
7. Ability to follow established procedures when handling student records, payments, testing materials, and other institutional information.
8. Proficiency in Microsoft Office applications and ability to learn the College's Student Information System and other institutional software.
9. Ability to effectively operate standard office equipment, including computers, multi-line telephone systems, printers, copiers, and scanners.
10. Ability to establish and maintain effective working relationships with students, prospective students, employees, vendors, visitors, and the public.
11. Ability to work independently with appropriate direction and collaboratively with employees across departments.
12. Ability and willingness to comply with College policies and procedures and applicable federal, state, and regulatory requirements.

WORK ENVIRONMENT:

This position operates primarily in a professional office and reception environment and routinely uses standard office equipment, including computers, telephones, printers, copiers, scanners, and other office technology. The position involves frequent interaction with students, prospective students, employees, visitors, vendors, and the public and may experience frequent interruptions throughout the workday.

The employee may occasionally be required to move throughout the campus or travel between College locations to perform assigned responsibilities. The noise level in the work environment is generally quiet to moderate but may occasionally increase due to student, visitor, or campus activity.

PHYSICAL REQUIREMENTS

The physical requirements described here are representative of those required to successfully perform the essential functions of this position, with or without reasonable accommodation. The position requires prolonged periods of sitting and working at a computer or front desk, as well as frequent use of hands and fingers to operate a computer, keyboard, telephone, and other office equipment. The employee must be able to communicate and exchange information effectively in person, by telephone, and electronically, and frequently review information presented on computer screens and in printed documents. The position periodically requires standing and walking throughout the workplace to assist visitors, distribute materials, retrieve records, or perform other assigned duties, and may occasionally require bending, reaching, and stooping to access files, supplies, and office equipment. The employee must also be able to occasionally lift, carry, push, or move items weighing up to 20 pounds, such as files, office supplies, packages, or testing materials.