Program Assistant (Welcome Center Office)

Ashburn, IL - USA

Monthly Salary: $ 27 - 35

Posted on: 30+ days ago

Vacancies: 1 Vacancy

Job Summary

Job Overview

The Program Assistant supports the work of the Assessment Enrollment Support and Registration Teams at either the Eastern or Western Welcome Center while also coordinating with staff at the other location to ensure consistency of services between the two locations. The work encompasses a range of office activities including visitor management scheduling timekeeping processing facilities requests and other clerical and administrative support.

Roles and Responsibilities

The following information is intended to describe the overall nature and scope of the work being performed. This is not a comprehensive listing of all responsibilities or tasks; work may differ and other work may be assigned when deemed appropriate.

Manages and supports office entry verifying and documenting all personnel entering and leaving.
Organizes and implements an efficient office system; sets up and maintains office filing and records keeping systems; institutes tracking and control procedures to ensure matters are handled expeditiously.
Supports scheduling of Welcome Center appointments and coordinates with staff to ensure all necessary and appropriate information and resources are in place for a successful appointment.
Serves as timekeeper or back-up timekeeper.
Supports building administration and submits facilities requests.
Assists with onboarding new staff and provides training on office procedures and systems.
Maintains office equipment and supplies.
Responds to inquiries (in-person via phone or electronically) from school staff central office staff parents and outside organizations regarding Welcome Center activities responding to matters within area of authority and explaining procedures and requirements.
Prepares provides and maintains various logs appointment schedules calendars spreadsheets paperwork forms and other office records.
Maintains databases entering editing and correcting data as necessary.
Produces reports lists summaries and other documents as requested.

Qualifications

Below are the minimum qualifications for this job. Equivalent combinations of education and experience are also acceptable.

Education

Associates Degree

Experience

Two years of related experience in student information systems visitor management systems timekeeping or scheduling

Licenses and Certifications

Knowledge Skills and Abilities

Must be eligible to obtain the state of Virginia Notary Public credentials
Demonstrates effective oral and written communication skills in English and another language Spanish preferred
Ability to determine and set work priorities maintain confidentiality work independently and work effectively during period of heavy work loads and tight deadlines
Knowledge of standard word processing spreadsheet presentation and database software
Excellent interpersonal and telephone skills to work with families as well as establish and maintain effective working relations with Welcome Center school and community agency personnel

Physical Requirements

The following provides a brief description of physical requirements for this job:

While performing the duties of this job the employee is regularly talking expressing or exchanging ideas by means of the spoken word. The employee must convey detailed or important spoken instructions to other workers accurately loudly or quickly. The employee must possess normal cognitive abilities including the ability to learn recall and apply certain practices and policies. Frequently sitting and/or remaining in a stationary position for long periods of time. Exerting up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift carry push pull or otherwise move objects.

Reports to:Supervisor Welcome Center

FLSA Status: Non-Exempt

Months/Days/Hours: 12 months/ 254 days/ 8 hours

Salary Level:Sclae B - Universal Non-Exempt Level 8

Salary Scale: Range: $27.81-$35.79

Remote Work Eligible:No

Primary Work Location: Welcome Center Office

Job OverviewThe Program Assistant supports the work of the Assessment Enrollment Support and Registration Teams at either the Eastern or Western Welcome Center while also coordinating with staff at the other location to ensure consistency of services between the two locations. The work encompasses a...