Administrative Assistant – Manufacturing & Transportation

Title: Administrative Assistant – Manufacturing & Transportation

Salary Range: 37,000.00

Contract Term Length: 12 Months

Anticipated Start Date: January 2026

Standard Hours: 37.50

Work Location: Discretionary Hybrid

FLSA Status: Non-Exempt

College: Gateway Community & Technical College

Department: Manufacturing & Transportation

Total Rewards

Gateway 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 reimbursement/waiver for you, your spouse, and dependents
• 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 Institutional Closing Pay (Last 2 weeks of December) for qualifying positions
• Employee Assistance Program

Job Summary

The Administrative Assistant is responsible for administrative support to the Division of Manufacturing and Transportation. This position will efficiently manage scheduling, reporting, and administrative tasks to ensure smooth academic operations and support faculty and students.

Job Duties:

Leadership: serve as a member of the divisional leadership team

Scheduling: Complete CourseDog schedule changes; manage the course cancellation process (notify students/advisors according to established policies and procedures and move students); conduct initial review and cleanup of upcoming semester schedules.

Reporting and Analysis: Prepare live class counts weekly (pull query, organize, highlight, and provide comments on historical enrollment patterns, low enrollments, or other issues); faculty load reports (pull query, organize, total credits, and identify overload candidates); and additional reports/ reporting tasks as assigned

Administrative Tasks: Assist with the book ordering process; maintain select division records and files; manage and respond to inquiries from the GW-manufacturing & Transportation email inbox in accordance with established policies and procedures; oversee Microsoft Bookings pages; coordinate logistics and secure resources for meetings and events; monitor division budgets; track, order, stock, and inventory supplies under direct supervision to ensure adequate materials for workplace operations; and perform other duties as assigned.

Minimum Qualifications:

• Associate's degree or equivalent.
  
• 1 year of relevant experience.
  
• Ability to manage scheduling systems (e.g., CourseDog) and coordinate logistics for meetings and events.
  
• Skilled in maintaining records, handling email inboxes, and supporting operational processes.
  
• Professional and courteous communication at all levels (faculty, students, internal/external contacts).
  
• Ability to identify issues in schedules or reports and propose solutions.
  
• Detail-oriented, self-motivated, able to work independently and adapt seamlessly to fast-paced, dynamic environments.
  
• Skilled in engaging and supporting students from different cultural and socioeconomic backgrounds.
  
• Excellent verbal and written communication skills.
  
• Proven ability to manage multiple priorities effectively and meet tight deadlines.
  
• Proficient in Microsoft Office (Excel, Forms, Outlook, Teams, SharePoint, Word)

Preferred Qualifications:

• Familiarity with academic scheduling and reporting processes.
  
• Understanding of budget monitoring and supply inventory management.
  
• Previous experience in a community college setting
  

Employee Rights - Employee Polygraph Protection Act

Equal Opportunity Employer - The Kentucky Community and Technical College System is an equal educational and employment opportunity institution.