Lifelong Learning Administrative Assistant

POSITION SUMMARY:

The Lifelong Learning Administrative Assistant is responsible for managing our front desk on a daily basis and performs a variety of administrative and clerical tasks. As the first point of contact for our program, the Administrative Assistant plays a key role in making a positive impression on our senior citizen students and whole campus community while providing essential support for Lifelong Learning. The Administrative Assistant serves as the face of the campus for our Lifelong Learners, handling the flow of people through the program and ensuring that all reception responsibilities are completed accurately and delivered with high quality and in a timely manner. This role includes a variety of tasks such as receiving visitors, managing phone calls, emails, social media inquiries, and handling all customer service inquiries in a fast and friendly manner.

RECEPTION

• Greet and welcome guests at the front desk.
• Direct visitors to the appropriate classroom, person, or office, always keeping Lifelong Learning needs as top priority.
• Answer, screen, and forward incoming phone calls as appropriate.
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g., pens, forms, and brochures).
• Provide basic and accurate information in-person, via phone, email, and social media.
• Maintain office security by following safety procedures and controlling access via the reception desk (e.g., monitor logbook, issue visitor badges).
• Update calendars and schedule meetings.
• Keep updated records of office expenses and costs.
• Perform other clerical receptionist duties such as filing, photocopying, transcribing, scanning, and faxing.

LEARNER SUPPORT / CUSTOMER SERVICE

• Provide friendly customer service in person and via phone, email, and social media
• Provide personalized guidance to learners in identifying educational goals and learning resources
• Process refunds and submit to Finance Dept. for further processing
• Manage student registration and records within Slate
• Deliver basic support for using computers, the internet, and Zoom to both students and instructors
• Assist learners with limited digital literacy skills through patient in-person, phone, and email support
• Track learner progress and gather feedback to improve programs
• Willingness and ability to launch in-person classes and work occasional evening or weekend day is preferred
• Willingness and ability to occasionally assist with in-person tours on campus, including possible driving of a golf cart also preferred

ADMINISTRATIVE & CLERICAL SUPPORT

• Assist the Director in managing program logistics, budget tracking, and record-keeping
• Enter registration data received in person or by mail into Slate (front- and back-end systems)
• Perform additional data entry tasks as needed
• Print materials and assemble class packets
• Create sign-in sheets based on registration info
• Complete other administrative tasks as assigned

SKILLS AND ABILITIES:

• Strong verbal and written communication to guide and support diverse learners
• Efficient in managing multiple learners and resources simultaneously
• Understanding of diverse learning needs, especially among adult learners
• Quick thinking to address learner challenges and provide effective solutions
• Ability to work with educators, employers, and program managers to support learner success
• Intermediate proficiency in Microsoft Office Suite, including Teams and Excel
• Strong aptitude for learning and adapting to new technologies and digital tools

1. High school diploma or GED

2. Proficiency in MS Office; Windows & Mac OS; Willingness & ability to learn Slate CRM system

3. Minimum 2 years reception, administrative and/or customer service