Administrative Specialist

Job summary: Provide elevated and enhanced administrative and customer service to the CCV community using a variety of communication modes (e.g., phone, email, text, in-person walk-in). Serve as the first point of contact for applicants and support them through the process from application to registration. ESSENTIAL OBJECTIVES: Provide exceptional customer service and serve as a resource to students, faculty, staff, and community members, including applicants and prospective students. Utilize systems and software to identify, research, and resolve common questions, routing or escalating more detailed and complex inquiries to appropriate contact in a timely manner. Answer general questions and offer support about CCV systems and processes, direct customers to resources, including the Learning Management System, the customer/student relations tool(s), and other software. Answer basic questions and offer support about admissions and registration, including pertaining to financial aid. Set-up appointments for prospective and current students with CCV advisors and financial aid staff following CCV processes and standards. Includes verifying registration appointments are ready to register, sending appointment reminders and information, and rescheduling as necessary. Support Advisors with attendance alerts, dual enrollment vouchers, graduation outreach, or general student outreach. Serve as college-wide web chat or inquiry email support person, as directed. Troubleshoot multimedia and e-classrooms equipment within the academic center. Offer support to faculty members with copying, supplies, answering basic technical questions, etc. Assist with organizing and coordinating mailings, and/or meetings, and on-site events like semester activities, workshops, fairs, and dinners. Serve as on-site liaison for facilities staff. Direct vendors and service-providers to appropriate areas and relay messages to facilities and supervisors as needed. Maintain center classrooms, signage, and literature. Other duties as assigned. MINIMUM QUALIFICATIONS: Education and Experience: Associate's Degree with one to three years of relevant clerical and administrative experience, or a combination of education and experience from which comparable knowledge and skills are acquired. Knowledge, Skills, and Abilities Superior skill with communications and customer service. Skill in gathering, compiling, and presenting information in oral and/or written form. Knowledge and skill in various word processing, spreadsheet, database, presentation, and integrated information software, systems, and associated hardware, e.g. personal computers. Ability to work in a fast-paced, high volume environment and manage stressful situations with thoughtfulness. Strong interpersonal skills as applied to interaction with culturally diverse populations, college administrators, faculty, staff, students, and the public. Ability to work independently and as a member of a team in accomplishing tasks. Ability to assess problems and exercise sound judgment in whether to address the issue or escalate the problem. Ability to follow directions and adhere to policies and procedures. Typically, this position is scheduled for 37.5 hours weekly. The budgeted wage for this position is $19.50 per hour. Physical Requirements: Duties performed causes light fatigue of eyes, fingers, or other faculties as a result of repetitive motion and/or long periods of standing or sitting. Duties require little physical effort in work with light to moderate (up to 25lbs) easy to handle materials. Working Conditions: Job is performed in general office or comparable working area with many and frequent distractions such as noise and interruptions. Work schedule may vary during high volume periods. This general outline illustrates the type of work that characterizes the job classification. It is not an all-encompassing statement of the specific duties, responsibilities, and qualifications of individual positions assigned to the classification. This position is based in our Winooski center, with the following schedule: Monday – Friday from 8:30AM - 4:30PM, with some flexibility needed for front desk coverage on occasion. Scheduled Hours Weekly: 37.5 Budgeted Wage for this Position: $19.50 per hour Exempt Status: Non-Exempt Grade: S08 Job Posting Responsibilities: Unit Determination: Non Bargaining - Administrative Staff At the Vermont State Colleges System (VSCS), our mission is grounded in empowering students and strengthening communities across Vermont. When you join our team, you become part of a dedicated, statewide community that believes in the transformative power of education — not only in the classroom, but in careers, lives, and local economies. VSCS encompasses Vermont State University, the Community College of Vermont, and our System Office, with 12 centers, 5 campuses, and more than 10 additional learning sites across the state. Deeply rooted in our communities, we provide affordable, flexible, and innovative programs designed to meet the needs of today’s learners — from recent high school graduates to adult students reentering the workforce. Through strong partnerships and a shared commitment to workforce development, we help build a vibrant, resilient Vermont. Our employees are key to this mission. We offer competitive compensation and benefits, opportunities for growth, and a workplace culture that values collaboration, diversity, and purpose. If you’re passionate about education that makes a real and lasting difference, we invite you to grow your career with the Vermont State Colleges System — and help shape the future of our students, our communities, and our state.