Program Assistant

This person will provide basic program activity support for the efficient operation of Workforce Development (WD) training and office functions. Serves as the initial point of contact for registrations, inquiries, and inbound phone calls from non-credit students, instructors, WD staff and the general public. Executes defined departmental and college procedures, with minimal company interaction.

 

Full-time Employee Benefits include: medical and dental insurances, retirement plans, paid time off, educational benefits for employees and dependents at Penn College and Penn State University, and more. For additional information, click here.

EDUCATION

• Associate's Degree in related discipline or equivalent education and work experience. Required

EXPERIENCE

• Two (2) years clerical and/or office experience. Preferred

ABILITIES AND SKILLS

• Interpersonal skills necessary to effectively and courteously provide basic customer support to people of diverse cultural backgrounds, working with team members, students, faculty, administrators, and the public. Required
• Commitment to customer service, results orientation, teamwork, reliability and collaboration and a strong sense of professional responsibility and conduct. Required
• In-depth understanding and ability to consistently follow all College and department procedures and organizational policies, procedures and operations. Required
• Capable of dealing with a variety of assignments simultaneously. Required
• Developed organizational skills. Required
• Ability to work with limited supervision. Required
• Ability to resolve routine problems within defined procedures with accuracy and composure. Required
• Proficient written and oral communication skills, including spelling, grammar, composition of letters and reports. Required
• Functional computer skills, including Microsoft Office software e.g. Word, Excel, Access, PowerPoint, Teams, as well as Zoom and databases, and information sharing in an electronic network environment. Required
• Basic knowledge of simple accounting procedures. Required
• Analytic ability to handle administrative details where errors are likely to have minimal impact on customer service, organizational goals or finances. Required
• Basic knowledge of all department program areas, and ability to take day-to-day direction from Program Managers. Required
• Ability to perform basic housekeeping duties. Required
• Possession of a valid driver's license. Required

 

• Serve as receptionist and first point of contact for the building/Department.
• Provide continuous primary receptionist and phone service coverage, screen/direct/place calls and walk-ins. Welcome and provide general College and department information to students, companies, and visitors.
• Handle or refer as appropriate all Program questions and or concerns. Assist Program Specialists in providing necessary basic information to customers, including prospective students, parents, and guests (phone, email, and walk-in) on program details and scheduling, class status, cancellations and rescheduling.
• Ensure proper care of College facilities by guests and staff using those facilities by tactfully communicating College standards of conduct and expectations of adherence to those standards.
• Function as an attendant at special College events and WD classes as necessary.
• Respond to emergency situations according to College guidelines.
• Perform basic building opening and housekeeping duties in the lobby, offices, classrooms, and break areas as needed to maintain a clean, pleasant environment throughout the day.
• Ensure proper signage and phone messages are in place at the front desk, or other locations, as needed.
• Provide efficient, effective secretarial and administrative support for Program managers and instructors, including customer services, appointment and meeting scheduling, correspondence, maintaining calendars, work flow, etc. Maintain up-to-date filing and retrieval system(s).
• Maintain department display racks, monitoring neatness, quantities, packets, and date sensitive materials.
• Perform registration tasks, including required program documentation, and any credit card related processing and problem resolution activities.
• Assist in creating and managing communication templates and automation triggers in the Training Management System (TMS).
• Create, organize, and maintain workforce programs events, accounts, contacts, and students in the TMS, proof contracts, and process invoices according to College policies and procedures.
• Produce letters/reports/proposals/ certificates of completion, etc.
• Perform documentation problem resolution.
• Assist WD team with coordination of on-site and remote delivery of programs, including scheduling rooms, studios, labs, and/or virtual platforms.
• Monitor attendance for programs, convey issues to program managers and supervisors.
• Maintain up-to-date program processing checklist and tasks to ensure smooth management of all aspects of planning, conducting, and closing programs. Monitor, evaluate, and provide input including customer needs assessment.
• Maintain data and information related to students and clients in the Customer Relationship Management portion of the TMS, to assist in developing mailing lists related to training.
• Provide instructors with materials and information prior to the start of the program.
• Distribute course evaluation codes to instructors, and collect, summarize, distribute and maintain results of course evaluations and any other program data that provides feedback for continued program improvement.
• Proctor and time any testing needed for program testing, including pre-admission and third-party assessments for credentials or certification.
• Assist in scheduling and participate in internal meetings.
• Convey issues raised by customers or potential customers via phone or web inquiry to management.
• Troubleshoot and resolve basic operational problems with phones, computers, room assignments, copier, fax, vending, etc. as needed; refer difficult problems to the appropriate department.
• Maintain inventory of office supplies and submit purchase orders for office and instructional supplies as needed.
• Process requests for duplicating services, assemble materials for programs or mailing.
• Monitor refreshments for special events/rentals, respond to immediate needs, and work cooperatively with Dining Services and other College departments as needed to maintain quality and availability.
• Maintain supply of WD and College marketing materials for distribution to the public.
• Assist WD team with planning and implementation of conferences, seminars, and workshops, including registrations, logistics, general problem solving, welcoming and providing assistance and information.
• Assist with setting up and maintaining promotional codes and group pricing/discounts in the TMS.
• Receive, sort, screen, and distribute incoming mail and prepare outgoing mail.
• Assist in setting up areas for special events as requested.

None

Based on minimum education and experience qualifications the hourly range is $14.00 - $17.00.

This is not a complete itemization of all facets of this position. This job description is not an employment agreement or contract. The College has the exclusive right to alter this job description at any time without prior notice.

Penn College is committed to equal opportunity and the diversity of its workforce.

 

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