Overview:
The Administrative and Records Assistant provides high-level administrative and coordination support to the Director of Continuing Education and the Curriculum and Distance Education Officer. This role ensures the effective day-to-day operation of the Education Department by managing communications, coordinating meetings and events, and maintaining organized records and documentation.
The position serves as a key support function for departmental activities, facilitating communication across the territory and ensuring the timely execution of administrative and program-related processes; including but not limited to education data systems and documentation, ensuring accuracy, accountability, and compliance with organizational standards throughout the full participant lifecycle; including enrollment through program completion and financial closeout.
Responsibilities:
Executive Support & Coordination
- Manage calendar, scheduling, and travel arrangements for the Director of Continuing Education.
- Coordinate meetings, including preparing agendas, materials, and follow-up communications.
- Maintain departmental contact lists, schedules, and administrative records.
- Support communication and correspondence on behalf of education leadership.
Program & Event Administrative Support
- In partnership with Education Support Specialist (ESS) coordinate administrative logistics for education programs, seminars, and convocations.
- Maintain participant and delegate lists and related documentation.
- Prepare and distribute program materials, including communications and invoices.
- Liaise with Command and Section Heads to coordinate participation and permissions.
Communication & Stakeholder Support
- Facilitate communication with Command Heads and Section Heads regarding program participation and requirements.
- Coordinate outreach for initiatives such as scholarship recommendations and guest lecturer approvals.
- Respond to routine inquiries and ensure timely information flow.
Records & Documentation Support
- Maintain organized electronic files and correspondence in departmental systems.
- Assist in the preparation and distribution of education-related documents, including transcript analyses.
- Ensure accuracy, consistency, and accessibility of departmental records.
Administrative Operations
- Process requisitions, conference authorizations, and other administrative requests.
- Maintain office supplies and coordinate equipment maintenance as needed.
- Support general office operations to ensure efficiency and organization.
Quality & Administrative Support
- Proofread documents for accuracy, grammar, and consistency.
- Prepare correspondence and departmental communications.
- Support special projects and additional tasks assigned.
Qualifications:
- Associate's degree (A.A.) or equivalent from a two-year college or technical school.
- 2 years of related experience; or equivalent combination of education and experience.
- Strong organizational and time management skills.
- Professional communication and interpersonal skills.
- Attention to detail and accuracy.
- Ability to manage multiple priorities and deadlines.
- Discretion and professionalism.
- Proactive and responsive support approach.
- Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Collaborate with teams via Zoom, Microsoft Teams, Slack.