Job Description

Job Title:               Flex Health and Events Administrative Assistant

Location:                Cowan Campus

Reports To:            BIS/WED Coordinator

FLSA Status:         Non-Exempt, 12 Months

Benefits:                 Employee, Health, Dental, Vision and Life Insurance; Vacation, Sick, Personal and Emergency Leave; Paid Teacher Retirement; $3600 Flex Benefit Allowance; $2000 Employee Tuition Assistance Reimbursement; 401(a) Employer Match Opportunity

Job Group:            I

TC Data Code:       9

Prepared By:          Angie Lewis

Prepared Date:       12/10/2024

SUMMARY

Provide administrative assistance to the BIS/WED Department, with a specific focus on the Flex Health courses and scheduling campus events. Typical full-time hours are Monday-Friday, 7:30 a.m. – 4:00 p.m. Evaluated annually with Canadian Valley Technology Center's policies and procedures. There may be an occasional shift in start/end hours to accommodate special events in the seminar center.

EDUCATION and/or EXPERIENCE

High school diploma or GED; one (1) year of related office and computer education and/or experience, including typing, spreadsheet, database, and word processing programs. Experience with accounting systems – posting transactions and balancing reports with cash/checks/credit receipts. Training will be provided in specific programs used at Canadian Valley: excellent public relations skills and phone techniques.

ESSENTIAL DUTIES AND RESPONSIBILITIES To perform this job successfully, an individual must be able to satisfactorily perform each essential duty. The requirements listed below represent the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Other duties may be assigned.

• Work with all BIS/WED staff and clients to ensure a team approach to customer service. Meet, greet, and welcome groups utilizing training/meeting rooms for events of all kinds. Be the first line of contact for incoming customers and calls. Effectively communicate with internal and external clients and customers.
• Ability to manage a high volume of phone calls, walk-ins, and interruptions professionally and informally.  Ability to concentrate and pay close attention to detail while constantly being interrupted by telephone or customers who require assistance.
• Provide secretarial support to the BIS/WED department: typing, filing, data entry, keyboarding, bookkeeping, maintaining supplies and ordering materials, setting up class folders, preparing routine correspondence, and preparing and processing purchasing orders.
• Process student enrollment and organize, maintain, and track student records. Accept, receipt, balance, report, and process billing, payments, and refunds (cash, check, credit card) related to training activities. Account for money received and maintain the department's cash drawer. Reconcile all student tuition and fee accounts, utilize the student accounting system, and prepare daily reports.
• Organize and maintain records for short-term adult instructors; complete and maintain instructor contracts and time sheets. Disperse instructor direct deposit pay stubs.
• Assist with contacting and scheduling instructors and contacting and enrolling students. Notify students and instructors of cancellations.
• Maintain class records (completions, hours, status) and create certificates.
• Administrative support for AHA Training Center.
• Run background checks on students; create health-related course clinical badges; create student Google accounts; assist in website content modifications; and assist in setting up computers/equipment needed for classes.
• Schedule events for the Cowan campus meeting rooms utilizing scheduling software. Maintain a schedule to determine space availability for dates and times requested. Determine the suitability of space for requested activities based on the number of participants and the nature of the events. Assist in planning, setting up, and coordinating events, including room arrangement, food service, catering, multimedia resources, and other support services. Communicate event schedules with internal/external customers utilizing a variety of methods, including website, posted schedules, telephone, and e-mail.  Communicate use of facility procedures to internal /external   Initiate invoicing for goods/services provided for events in the Seminar Center/meeting rooms.
• Work closely with coordinators on all aspects of training programs.
• Copy and duplicate class materials as needed.
• Other duties as assigned.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The primary work environment is in an office environment that regularly requires employee to sit, stand, and walk. Requires reliable, dependable and punctual attendance. The employee must occasionally lift and/or move up to 25 pounds. This is not an exhaustive list.

Canadian Valley Technology Center does not discriminate on the basis of race, color, national origin, sex, disability or age in its programs, activities and employment. The following persons have been designated to handle inquiries regarding the non-discrimination policies: Title IX Coordinator: brent.casey@cvtech.edu; 504 Coordinators: 504@cvtech.edu, 405-422-2626, 6505 E Hwy 66, El Reno, OK 73036.