Workforce Perkins Administrative Assistant

Title: Workforce Perkins Administrative Assistant

Agency: Southwest Virginia Community College

Location: Tazewell - 185

FLSA: Nonexempt

Hiring Range: $35,012

Full Time or Part Time: Full Time

Additional Detail

Job Description:

Southwest Virginia Community College (SWCC) offers career-training programs in numerous technical, industrial and medical fields at a reasonable cost, going so far as to even waive tuition for certain eligible students. Located in Richlands, Virginia, Southwest offers associate's degrees in such fields as business, education, general studies, liberal arts and science. These degrees are primarily intended for students who wish to transfer to a four-year university. Southwest also has associate degrees that feature programs intended to lead directly to a career in fields such as Nursing, Radiography and Administration of Justice.

Southwest Virginia Community College (SWCC) invites qualified applicants to apply for the position of Administrative Perkins Assistant within the Workforce Development and Continuing Education Division. This position provides administrative, reporting, marketing, and data management support for workforce training programs. This position is responsible for assisting with Perkins and workforce grant reporting, coordinating program marketing efforts, maintaining inventory and program information records, tracking participant outcomes, supporting employer engagement activities, and ensuring accurate data entry and reporting through the Workforce Entry System (WES).

Key Responsibilities:

Perkins & Grant Reporting & Marketing Coordination

• Assist with tracking workforce grants, reporting deadlines, deliverables, and compliance requirements.
• Prepare and support submission of grant progress reports.
• Coordinate grant-related marketing activities and outreach efforts.
• Serve as a liaison between workforce leadership and marketing staff.

Program Marketing Support

• Collaborate with faculty and marketing teams to promote workforce programs.
• Collect and summarize program data, outcomes, employer partnerships, and student success stories.
• Support development of promotional materials, web content, brochures, and social media communications.
• Ensure accuracy and consistency of program messaging.

Inventory & Cost Analysis

• Maintain inventory records for equipment, instructional supplies, tools, and books.
• Develop and manage standardized ordering lists for workforce programs.
• Support budgeting and purchasing decisions through documentation and cost analysis.
• Assist with establishing and maintaining cost-per-student models.

Program Documentation

• Create, update, and maintain workforce class information sheets.
• Ensure course details, certifications, instructor information, materials, costs, and schedules remain current.
• Distribute updated information to appropriate staff and departments.

Employment Follow-Up & Employer Relations

• Conduct participant follow-up at 3, 6, 9, and 12 months after program completion.
• Collect and track employment, wage, retention, and career advancement outcomes.
• Maintain communication with employer partners and gather workforce feedback.
• Identify employment retention barriers and support program improvement initiatives.

Administrative & Data Support

• Maintain organized digital and physical program records.
• Support data tracking, reporting, and process improvement efforts.
• Provide backup support for workforce catalog and scheduling functions.
• Utilize JobsEQ to generate workforce and labor market reports.
• Create and update career pathway materials and brochures.

Workforce Entry System (WES) Management

• Enter and maintain participant records, services, activities, and outcomes in WES.
• Review records for accuracy, completeness, and compliance.
• Generate routine reports and monitor data quality.
• Provide support and guidance to staff on WES procedures and data entry requirements.

This is a grant-funded position. Continued employment in this role is contingent upon funding availability and the needs of the College. Position is not eligible for severance benefits under state policy.

Position is located on main campus but will occasionally require travel to off-campus sites and other locations.

A one-year probationary period is required for both new hires and transfers.

Minimum Qualifications:

• Two years of administrative support, data management, program coordination, customer service, or related experience.
• Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Strong organizational skills with the ability to manage multiple projects and deadlines.
• Excellent written and verbal communication skills.
• Ability to maintain confidential information and accurate records.

Additional Considerations:

• Associate degree in Business, Administrative Support, Marketing, Education, or related field; equivalent experience may be considered.
• Strong organizational, communication, and recordkeeping skills.
• Experience with data entry, reporting systems, spreadsheets, and database management.
• Proficiency in Microsoft Office applications.
• Ability to manage multiple projects, meet deadlines, and work collaboratively with faculty, staff, employers, and students.
• Experience with grant-funded programs, workforce development, marketing coordination, or customer relationship management preferred.