Administrative Assistant

Position Title: Administrative Assistant

FLSA: Non-Exempt

Location: Gerald R. Ford Job Corps Center, Grand Rapids, MI

Reports To: Administration Services Director

The Administrative Assistant position provides administrative support for a U.S Department of Labor Job Corps contractor.  The Job Corps program is a federally-funded residential training program. The mission of Job Corps is to provide career-ready technical and basic skills (academic) training and job placement assistance to program eligible youth ages 16-24.

Summary of Duties: 

Provides administrative support to the assigned department.  Performs a variety of clerical and administrative duties, managing a large volume of tasks while projecting a professional image that inspires confidence and trust in compliance with Department of Labor (DOL) and HLS directives.

Key Areas of Responsibilities: 

    Follows all guidelines, policies, and procedures set forth by the Department of Labor/Job Corps and HLS

    Coordinates manager’s schedule and appointments

    Receive telephone calls and visitors; handle routine matters personally and route non-routine business to proper staff.

    Maintain calendar and schedule appointments.

    Act as liaison between designated administrator/manager and other center staff.

 Maintain correspondence control log, receive incoming and outgoing mail and follow up on dates for action items.

    Maintain and update automated student records system.

    Provide form control functions, including form revision and development; monitor supplies and reorder as needed.

    Perform a variety of clerical and administrative duties; prepare special reports, maintain files and records, statistical data, make travel arrangements as required.  Types correspondence, reports, and memos; creates and maintains databases and spread-sheet   files; opens and routes incoming mail, prepares outgoing mail.

    Perform secretarial duties including typing of correspondence and other materials.

    Maintain a safe and clean work area that models high standards for a work environment.

    Provide positive, quality customer service to students, staff and other center customers.

    Support and promote center zero tolerance policies.

    Maintain accountability of staff, student and property; adhere to safety practices; attend all required trainings.

    Manage time effectively by using work plans to prioritize competing and interdependent tasks

    Represents supervisor in key meetings, including taking of minutes and providing de-  briefs when appropriate

     Provides oversight support in the management of ongoing projects 

    Maintains filing system and keeps files up to date

    Posts information to confidential records

    Answers questions concerning the organization or department, or refers person to other source of        

Information

Displays management effectiveness: Builds pride and commitment through effective teamwork and collaboration. Adheres to established company policies and procedures, and supports all programs. Delivers timely coaching and conducts employee evaluations when scheduled. Makes effective use of time, materials and resources by planning, scheduling and organizing work. Communicates in an open and honest manner. Sets appropriate performance goals for staff. 

Demonstrates excellent decision-making and problem-solving skills: Hires and promotes employees based on sound decision-making ability. Improves processes within department, emphasizing quality and efficiency. Anticipates and resolves problems, demonstrating good judgment. Provides leadership in developing and implementing solutions. 

Monitors Student’s behavior: Ensures proper conduct of students in all areas. Assists staff with behavior problems coordinating referrals to PBSO as required. Creates methods and programs to motivate constructive student behavior. Maintains awareness of the individual needs of various minority and cultural groups. Monitors accountability process. 

Develops Others: Establishes high level of mutual trust and support with others. Expresses positive expectations of others, even in difficult situations. Creates a learning atmosphere. Reassures and encourages performance improvement. Provides timely coaching. Identifies successes and areas of improvement. Participates on a center committee. 

Teamwork: Builds pride and commitment though effective teamwork and collaboration. Adheres to established company policies and procedures, and supports all programs. Makes effective use of time, materials and resources by planning, scheduling and organizing work. Communicates in an open and honest manner. 

Demonstrates excellent decision-making and problem-solving skills: Anticipates and resolves problems, demonstrating good judgment. 

Modeling, Mentoring and Monitoring: Demonstrates on-going commitment to preparing young people for the workforce by modeling, mentoring and monitoring excellence in the eight Career Success Standards of: workplace relationships and ethics; information management; communications; multicultural awareness; personal growth and development; career and personal planning, and; interpersonal skills; independent living.

Career Management Team (CMT): Contributes to the success of students by participating in the CMT process. The CMT is responsible for students’ successful matriculation through the Job Corps program from CDP (Career Development Phase) through Career which includes receipt of the academic, CTT, employability, Career Success Standards, and social skills necessary to attain and maintain a viable post-Center placement. Teams are required to ensure that each graduate receives a placement within 9 months of separating from the program as well as complete a successful 6 and 12 month survey. CMT will responsible to ensure that the following areas are functioning within each CMT: CTTRC, Projected Separations, High School Equivalency, CTT and CTT Credential, Literacy and Numeracy TABE, Evaluation of Student Progress, WBL, Career Transitions Readiness, CSS, Employability Skills, Contextual Learning, Career Transitions/Career. 

Workplace Standards: Maintains required certifications and/or licenses including a valid driver’s license and insurance when required by position. Does not engage in activities other than official business during working hours. Reports significant/major incidents or accidents. Cooperates in external/internal investigations as requested. Completes PRH, Corporate and Center training as required and demonstrates competencies accordingly. Complies with DOL, Corporate and Center guidelines. 

Credentials: 

Education and Experience   High School Diploma or equivalency.  Associates Degree preferred, with two years of experience.   Will accept extensive experience in lieu of degree. Must possess computer proficiency and excellent communication skills.. 

Must possess excellent organizational and project management skills and must be proficient with MS Office including Word, Excel, PowerPoint and Outlook. Should be familiar with Internet

Certifications, Licenses, Registration    Valid state driver’s license; CPR/First Aid certifications