Administrative Assistant II

Serves as the primary connection to the Workforce Solutions Unit for business and industry.   

Supports Workforce Solutions Project Managers to include preparing instructor materials,  scheduling rooms for the classes, coordinating with maintenance to ensure proper room set-up and  other logistical details including food/refreshments if necessary. Assists Project Managers in  managing all program records and files.  

Oversees project files, and works with project managers to ensure that all elements of each project are being collected and maintained correctly.  

Coordinates the evaluation of customized industry training.  

Supports Apprenticeship services through collecting data, maintaining accurate record keeping for the Department of Labor and database management.   

Manages course registration process including taking payments in person and via telephone  following all KCTCS cash handling procedures.  

Enters all course, student, and other necessary data into KCTCS Student systems for both credit  and non-credit courses. 

Provides administrative support, monthly and yearly reporting (and as needed). 

Works with Project Managers to highlight existing training and Workforce Solutions-related  events and activities on social media platforms.  

Facilitates businesses connection to the college by slotting incumbent workers to regular academic classes. Works with faculty to assist with academic student registrations through workforce.  

Performs front office functions such as greeting visitors, answering phones, distributing mail, etc.  

Performs general support duties such as preparing correspondence, both written and electronic,  assist with report generation, prepare bulk mailings, etc.  

Manages room scheduling process for internal and external groups.  

Responds to student/client issues and concerns that affect the department and problem solves  for solutions. 

Serves as representative and point of contact for Ed2Go classes.  

Creates Ed2Go and Career Training Program courses in Campus Continuing Education database as needed to maintain an accurate record of populations served.   

Interfaces with Assessment Center to reconcile Department of Insurance Exams are recorded  and reconciled within the Workforce Solutions budget.     

Submits accurate exam rosters to the DOI through SharePoint and PeopleSoft in a timely manner.  

Submits accurate exam rosters to for State Cosmetology Assessments in SharePoint and PeopleSoft in a timely manner.