Sr. Administrative Assistant

Title: Sr. Administrative Assistant

Salary Range: $37,944 annually or $3,162 monthly

Contract Term Length: 12 Months

Standard Hours: 37.5

Work Location: On-Site

FLSA Status: Non-Exempt

College: West Kentucky Community & Technical College

Campus Location: West Kentucky Community & Technical College

Department: Workforce Solutions

Total Rewards

West Kentucky Community & Technical College offers a competitive benefits package and an attractive work environment that supports excellence, innovation, and creativity including:

• Exceptional health care, vision, and dental coverage for you and your family
• Tuition discounts and waivers
• 403(b) retirement plan: a 5% employee contribution receives a 10% employer match
• Vacation/Sick Time
• Work-Life Balance
• 9.5 Paid Holidays
• 2 Weeks of Institutional Closing Pay (Last 2 weeks of December) for qualifying positions
• Employee Assistance Program

Job Summary

The Senior Administrative Assistant is responsible for providing high-level administrative support to ensure the efficient operation of the Workforce Solutions department. This role involves organizing and promoting room rentals, overseeing building needs and inventory, scheduling testing center staff, managing end-of-day reporting for the testing center, supporting the Workforce Solutions Director with various tasks, and serving as the main point of contact for the department.

Job Duties:

1. Room Rentals:
o Organize and promote room rentals.
o Coordinate with clients to schedule and arrange room setups.
o Ensure proper maintenance and readiness of rental spaces.

2. Building and Inventory Management:
o Oversee building maintenance and address any facility issues.
o Manage inventory, including ordering and restocking supplies.
o Conduct regular checks to ensure the availability of necessary materials.

3. Testing Center Administration:
o Schedule and oversee testing center staff.
o Manage end-of-day reporting for the testing center, ensuring accuracy and completeness.
o Address any issues or inquiries related to the testing center operations.

4. Support for Workforce Solutions Director:
o Assist with calendar management, including scheduling and confirming appointments.
o Arrange travel accommodations and itineraries.
o Schedule and organize meetings, preparing agendas and materials as needed.

5. Reception and Communication:
o Greet individuals as they come into the building, providing assistance and direction as needed.
o Serve as the point of contact for the department, handling and disbursing phone calls.
o Maintain a working knowledge of contacts in other departments to facilitate communication and collaboration.

6. Enrollment Support:
o Support departmental scheduler with creating classes, entering applications, and assigning grades during periods of high volume.

7. Office Management:
o Purchase office supplies and maintain awareness of general office needs.
o Schedule departmental celebrations such as birthdays and work anniversaries.
o Ensure a well-organized and efficient office environment.

Minimum Qualifications:

- High school diploma or equivalent required.
- Associate’s or Bachelor’s degree in Business Administration or related field preferred.
- Proven experience as an administrative assistant or in a similar role.
- Strong organizational and multitasking skills.
- Excellent communication and interpersonal abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Ability to manage and prioritize multiple tasks effectively.
- Detail-oriented and able to maintain a high level of accuracy.
- Familiarity with office management procedures and basic accounting principles.
- Ability to work independently and as part of a team.
- Minimum of 3-5 yea