Admin Assistant, Workforce Solutions

Posting Details

Position Information

Job Title
Admin Assistant, Workforce Solutions

Job Description

The incumbent is responsible for administrative assistant duties relative to the mission of the College and the purpose of the Workforce Solutions Division. The incumbent will report to the Associate Vice President of Workforce Solutions.

Job Duties

1. Provide assistance and clerical support for the Associate Vice President of Workforce Solutions.

2. Perform duties independently and exercise a high degree of initiative in determining the approach/action to take in routine and non-routine situations.

3. Exhibit a high degree of confidentiality.

4. Provide an advanced level of work including complete understanding of Banner SCT software (i.e. student information system) or other administrative software and proficiency in the entire Microsoft Office Suite, including Microsoft Word, Access, Excel, and PowerPoint.

5. Respond to requests for information from the Associate Vice President of Workforce Solutions and other College administrators, which may require in-depth research and/or interpretation of College policies and procedures.

6. Assist the Associate Vice President of Workforce Solutions in maintaining an active and current calendar and in preparation for and carrying out scheduled activities and events.

7. Maintain an accurate and organized filing system that is easily accessible for retrieval of archival records and documents with an emphasis on electronic records management.

8. Independently compose and type correspondence involving complex, sensitive, and non-routine matters.

9. Adhere to all College and AccelerateMS guidelines for workforce projects, and maintain up-to-date and accurate project files.

10. Maintain work-flows and assist in keeping prioritized projects on schedule while constantly seeking innovative methods to streamline work.
11. Compile and maintain data on workforce development activities and ensure that all necessary documentation is included in the project.

12. Prepare materials needed for meetings, such as agendas, handouts, binders, etc.

13. Assist in producing reports and summaries for workforce activity.

14. Manage and track contracts for workforce personnel and faculty through the approval and distribution process, and coordinate collection of payroll supporting documentation.

15. Provide attention to detail while creating and entering payroll documents such as part-time contracts, load sheets and time cards.

16. Monitor expenditures and ensure adherence to budgetary commitments in accordance with MGCCC policies, including providing support in fulfilling purchasing guidelines (e.g., procurement card reconciliation).

17. Create projects, classes, and trainee registrations in Banner, Modern Campus (Lumens), and the state workforce tracking system (currently WESS). Assist college users with training, management, and troubleshooting of these systems.

18. Create and maintain Excel spread sheets for workforce tracking and documentation.

19. Assist Associate Vice President of Workforce Solutions in planning and implementing routine responsibilities and functions.

20. Respond to requests for information from AccelerateMS, which may require independent research and/or interpretation of College policies and procedures.
21. Arrange for college vehicles, transportation, reservations, and lodging requirements as needed.

22. Provide detailed and appropriate corrections and edits when proofreading, editing, and producing documents and/or correspondence for the Associate Vice President of Workforce Solutions.

23. Consistently monitor office inventories and anticipate needed supplies or services.

24. Make travel arrangements for the Associate Vice President of Workforce Solutions and provide oversight for insuring trip details and accommodations are correct: handle all necessary paperwork, complete and submit accurate reimbursement records, and track payments.

25. Professionally and courteously accept calls, providing assistance and administering information to callers when appropriate.

26. Communicate issues or conflicts effectively and timely to the Associate VP of Workforce Solutions.

27. Interface well with all levels of the college leadership team, members of the college community, including, business and industry personnel, faculty, staff, students, and other stakeholders.
28. Meet employee development units as required, including necessary training for job-related duties, and maintain current in skills needed to perform job duties.

29. Demonstrate exceptional adherence to work schedules and policies as exemplary performance for co-workers.

30. Perform other duties as assigned by the Associate VP of Workforce Solutions.

Mandatory Qualifications

(M1) Minimum of Associate Degree from a regionally accredited institution of higher learning. (M2) Experience in an administrative office setting. (M3) Training and/or experience in the operation of personal computers, to include proficiency in Microsoft Word, Outlook, Access and Excel. (M4) Proficiency in written communications such as report writing and the taking and organizing of meeting minutes.

Desirable Qualifications

(D1) Bachelor's Degree in Business, Education, or related field. (D2) Experience in a community/junior college setting. (D3) Experience with delivery/management of workforce training. (D4) Ability to organize and administer functions, events and programs with minimum supervision. (D5) Experience with Banner and WESS.

EEO Statement

Mississippi Gulf Coast Community College is an Equal Opportunity Employer and welcomes students and employees without regard to race, color, religion, national origin, sex, pregnancy, age, or qualified disability in its programs and activities. For further information, contact the Compliance Officer P.O. Box 609, Perkinston, Mississippi, 39573, telephone number , email address .

The College:

The Mississippi Gulf Coast Community College District serves a four-county area with three major campuses, the Community Campus and four centers including: Perkinston Campus, Perkinston, MS; Harrison County Campus, Gulfport, MS; Jackson County Campus, Gautier, MS. Additionally, Mississippi Gulf Coast Advanced Manufacturing and Technology Center, Gulfport, MS; Keesler Center, Biloxi, MS; West Harrison Center, Long Beach, MS; and George County Center, Lucedale, MS.

State and regional associations accredit Mississippi Gulf Coast Community College, and several programs are accredited nationally. Offerings include academic, technical degree, vocational skill and adult continuing education programs.

Classification
Staff

Posting Detail Information

Open Date
05/20/2025

Close Date
06/03/2025

Open Until Filled
No

Special Instructions to Applicants

For more information on the position, please contact (Name, Address, Phone, and Email):

Rachael Kunz

Associate Vice President of Workforce Solutions

Advanced Manufacturing and Technology Center

10298 Express Dr.

Gulfport, MS 39503