Office Assistant, Adult Education Center

Job no: 495355
Work type: Part-time Temporary
Location: Olathe Health Education Center (OHEC), Overland Park Main Campus
Categories: Administrative Support

Position, Department: Office Assistant, Adult Education Center, Continuing Education & Workforce Development

Type of Position: Part-time Regular, Non-Exempt

Work Schedule, Hours per week: 8:30 am - 1:30 pm, Monday - Thursday, 20 hours per week

Pay Range: $15.00-18.75/hour and determined based on relevant years of work experience.

Pay Grade: 50.50

Opportunity for hybrid schedule: No

Benefits Category: Limited benefits

Position Summary: Serve as the first point of contact for visits to the Johnson County Adult Education center and provide office and classroom support to ABE/GED/ESL instructors and JCAE leadership. This includes greeting the public and providing routine program information (by phone and in person) about enrollment and participation in ABE/GED/ESL classes. The Office Assistant works at the front receptionist desk of the center as a primary point of contact for issues regarding the safety and security of the facility. The Office Assistant registers students for classes, accepts payments and applies standard bookkeeping procedures, organizes and manages records, files and forms (including files containing protected student information) for teachers and staff; communicates logistics relating to safety, security, facilities and technology needs; and assures availability of supplies and printed materials for instructors. The Office Assistant also provides assistance to classroom instructors. Finally, each Office Assistant typically manages one or more ad-hoc or recurring project on behalf of the program (e.g., development of event logistics, backup support of State database). Complete day-to-day duties using effective communication, organizational and time management skills; and perform confidential and specialized duties accurately.

Required Qualifications:

• High school graduate or equivalent.
• 2 – 5 years’ experience performing similar work in an office setting
• Heart for the mission of adult education
• Positivity and ability to manage unexpected events with calm, sound judgment. Full proficiency in customer service and customer relationship management
• Very strong interpersonal skills with a very diverse clientele, including diplomacy in managing conflict and effective communication with non-native English speakers and individuals from other cultural backgrounds
• Proficiency with Microsoft Office and other software
• High initiative, strong work ethic
• Skilled in managing confidential information and program records
• Strong organizational skills: ability to prioritize and to work on numerous projects simultaneously; flexibility
• Reliability and dependability, including on-time arrival and departure with minimal

Preferred Qualifications:

• Proficient in use of Xen Direct, SharePoint, AESIS, databases and other custom applications.

To be considered for this position we will require an application and resume.

Position Details: Job duties include but are not limited to:

• Staff the front reception desk and monitor the entrance to the center. Greet the public and provide program information (by phone and in person) about enrollment and participation in ABE/GED/ESL classes. A frequent challenge of the role is providing program information to non-native English speakers. Performance is acceptable when: a. Callers and visitors are greeted in a friendly, caring manner. b. Callers are satisfied that their questions are answered correctly and thoroughly. c. Students are registered for GED or ESL classes.
• Lead and/or assist with safety, security, and emergency preparedness procedures. Communicate logistics relating to safety, security, and facilities needs. Ensure that all students and staff have safely excited the center and that the front doors are locked and secure after evening classes dismiss. Performance is acceptable when: a. Issues regarding safety and security are managed and reported in a timely manner b. Facilities issues and needed repairs are reported in a timely manner c. Staff member is up to date on emergency preparedness policies and procedures for JCCC and their center location(s).
• Assist classroom instructors with student outreach, classroom materials, and information. Assure availability of supplies and printed materials for instructors. Performance is acceptable when: a. Requests are submitted promptly and tracked for timely resolution of classroom issues, and classroom computers and other equipment are updated and ready for classes. b. Flyers, promotions, notebooks, and other materials are created and copied. Materials and classroom supplies are ordered and ready for classes. c. New student folders are assembled and ready for orientations. d. Newly registered students are contacted and provided with the necessary information for attending testing and orientation sessions. e. Absent students are contacted and the reason for their absence is communicated to their classroom instructor.
• The Office Assistant registers students for classes; accepts payments and applies standard bookkeeping procedures; organizes and manages records, files and forms for teachers and staff. Performance is acceptable when: a. Students are registered for classes efficiently and effectively. b. Checks and money orders are processed and sent to the appropriate JCCC Office for deposit in a timely manner. c. Records and files are organized, accurate and complete, and easily retrieved when needed.
• Provide support to JCAE leadership through one or more ad hoc or recurring projects involving process definition/refinement, event planning, data/records/systems management or use, document creation/production or similar involving deadlines, collaboration and overall management of timely, quality outcomes. Performance is acceptable when: a. Projects are well-conceived, developed in collaboration with appropriate stakeholders, and completed with quality and timeliness. b. Personal initiative is balanced with collaboration and recognition of when others’ roles call for their involvement and agreement. c. Support development and execution of special events as requested (e.g., Volunteer Banquet, Graduation, In-Service events, etc.).
• Provide support to instructors by tracking student attendance hours and other required data in a statewide database for the purpose of monitoring, tracking, reporting, and maintaining funding. May also assist with the entering or verification of data into a state database. Practice proper file security of confidential records. Performance is acceptable when: a. Attendance hours are obtained from the instructors, entered into program attendance tracking software with accuracy and timeliness, and reported to the Program Data Specialist accurately and on time. b. Student information is accurate, complete, and available to meet reporting deadlines. c. Spreadsheets are created/updated accurately and in a timely manner. d. Electronic and hard copy student records are kept confidential and secure.

• Duties and responsibilities, as required by business necessity, may be added, deleted or changed at any time at the discretion of management, formally or informally, either verbally or in writing. Scheduling, shift assignments and work location may be changed at any time, as required by business necessity.

Diversity Statement: Here at Johnson County Community College, we seek to inspire positive change for our students, faculty, and staff through promoting growth and development of all individuals. We aim to create a sense of belonging, accepting all values, life experiences, and perspectives on our campus. We are seeking individuals who will bring their true, authentic selves to JCCC so we can broaden perspectives with innovative ideas, interests, and passions, while fostering and promoting our diversity commitments to our community. We believe that engaging all of our unique employees is the key to students’ success. You belong here.

About JCCC: Established in 1969, Johnson County Community College is dedicated to transforming lives and strengthening communities through learning. Located in Overland Park, Kansas, JCCC has enjoyed a national reputation for educational excellence and student success for more than 50 years. That's five decades dedicated to smaller class sizes, more resources and a thriving campus culture – not to mention our competitive tuition rates and extracurricular experiences that transcend the norm.

Equal Employment Opportunity: Johnson County Community College (JCCC) is an Equal Employment Opportunity Employer. JCCC provides equal employment opportunities to all qualified applicants without regard to race, sex, sexual orientation, gender identity, national origin, color, age, religion, protected veteran or disability status, or genetic information.

Disclosure: If you need any assistance throughout the search process, please reach out to the HR Generalist for this position. In accordance with the college policy, finalists for this position will be subject to criminal background investigations. Individual hiring departments at JCCC may elect to administer pre-employment tests, which are relevant to essential job functions as part of the applicant selection/hiring process. Many departments require those selected for hire to submit a certified transcript for all degrees obtained. For full consideration, applicants are encouraged to apply prior to the review date listed in posting.

If you are an applicant requesting assistance or a reasonable accommodation in the application process, please contact the Office of Human Resources at 913-469-3877, or email JobsAtJCCC@jccc.edu.