Administrative Assistant, Transportation Training

JOB SUMMARY:

The Administrative Assistant will provide comprehensive administrative and programmatic support to the Transportation Training Department specifically focusing on CDL-related programs. This role involves coordinating day-to-day operations implementing department processes generating reports conducting follow-ups with instructors and students and serving as the first point of contact for students staff partner agencies and site representatives.

ESSENTIAL JOB FUNCTIONS:

• Ensure strict adherence to MVA/FMCSA compliance regulations.
• Serve as initial point of contact: answer phones respond to emails and provide assistance to students and instructors.
• Prepare student enrollment packets and maintain organized filing systems.
• Maintain and update course tracking spreadsheets.
• Input data and generate reports using internal software systems.
• Support the Director and Program Coordinator with course planning and development.
• Coordinate logistics for course setup including room scheduling and submission of CC10s for new course approvals.
• Maintain individual student files and program databases to track progress and job placements as required by funding agencies.
• Prepare student completion certificates and distribute program evaluations.
• Oversee grant account management and compile required reports for grantors.
• Generate internal and external reports as needed.
• Process purchase requisitions and manage inventory of supplies and instructional materials.
• Maintain accurate documentation and compliance records for licensing grants and regulatory bodies.
• Collaborate with Human Resources to onboard new Transportation Training personnel.
• Perform additional duties as assigned by the Director.

MINIMUM REQUIREMENTS TO PERFORM WORK:

• High School diploma or equivalent required.
• Minimum of three (3) years of experience as an administrative assistant.
• High proficiency in Microsoft Office Suite especially Excel and Word. Experience with PowerPoint and Outlook is desirable.
• Familiarity with internet research and data collection.
• Experience in higher education workforce training or community colleges preferred.
• Strong written oral and interpersonal communication skills.

KNOWLEDGE SKILLS AND ABILITIES:

• Demonstrated ability to manage multiple tasks set priorities and meet deadlines.
• Excellent organizational skills and attention to detail.
• Strong analytical and problem-solving abilities.
• Professional demeanor with the ability to interact effectively with students staff external partners and high-level officials.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Adaptability in a fast-paced multitasking environment with frequent interruptions.

SCHEDULING REQUIREMENTS:

• Flexibility in work hours may be required depending on departmental needs.
• General schedule is Monday-Friday; 20 hours a week .

PHYSICAL DEMANDS:

Ability to lift and move up to a maximum of 10 physical activity of this position includes but is not limited to: climbing walking stooping kneeling crouching reaching standing pulling lifting grasping twisting and sitting.

WORK ENVIRONMENT:

• Office-based position located in a private but accessible setting for staff faculty and visitors.
• Role is subject to frequent interactions and potential distractions throughout the workday.