Assistant, Program, Limited Entry Admission

Guilford Technical Community College   Jamestown, NC   Full-time     Education
Posted on August 26, 2021
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The Program Assistant provides administrative and clerical support for the Limited Entry Office that serves programs within the Health Sciences Division and Guilford Technical Community College. The Program Assistant must have knowledge of the limited entry programs, and College services and resources. Primary administrative responsibilities include scheduling and preparing materials for orientation sessions that serve potential limited-entry program students, preparing and screening applicant files, facilitating the selection of qualified applicants into limited entry programs, and notifying students of their admission status. The Program Assistant will also provide general clerical support. This individual reports to the Coordinator of the Limited Entry Admissions Office.
Duties/Functions
Provide administrative support for the Limited Entry Admission process:        
  • Schedule and prepare materials for orientation sessions designed to assist pre-program students in the application process. 
  • Collect, prepare and initially screen applicant files for selection committee review in accordance with program checklists. 
  • Employ Limited Entry Policy in determining qualified applicant pool for selection committee. 
  • Schedule and facilitate selection committee meetings. 
  • Develop and maintain database for reporting on applicant status and selection statistics. ·         Communicate with students regarding the status of their file in a variety of formats, i.e. phone, email, etc. 
  • Distribute status report to Division Chair and Program Director after each selection. 
  • Prepare correspondence to notify students of status upon completion of selection process. 
  • Review application checklists and Limited Entry Policy annually; revise as necessary. 
  • Maintain and dispose of archived files in accordance with College policy. 
  • Prepare, produce and update annually advising documents for pre-program students.  

Provide general administrative support for the Limited Entry Admission Office: 
  • Serve as office manager and provide general clerical duties such as data processing, filing, copying. 
  • Prepare purchase orders, travel documents, contracts, and other documents as requested. 
  • Supervise work-study students. 
  • Maintain confidentiality in all communications with students. 
  • Display professional demeanor when interacting with students, faculty, staff, administration, and other College constituents. 
  • Employ excellent communication and customer service skills 
  • Participate in campus wide programs to support the College and Educational Support Services as a whole. 
  • Demonstrate and model the College’s employability skills: adaptability, communication, information processing, problem solving, responsibility, and teamwork.
Difficult Challenges
  • Accommodating a high volume of limited entry program students.
  • Interfacing with a diverse student population.
  • Educating students on the requirements of limited entry programs.
Contacts
  • Current limited entry program students and prospective students desiring admission
  • Limited entry Program Directors/Department Chairs/faculty/staff
  • GTCC Admissions and Records Office personnel
  • GTCC departments as needed as referrals for students
  • Area high schools and health care agencies

Education Required
Associates Degree in Business Administration, Office Management or related field, or at least four years of related administrative experience. 
Education Preferred
 Bachelor’s Degree in Business Administration, Office Management or related field.
Experience Required
Two years of related administrative experience and a proven record of progressively responsible experience in administrative functions, including evidence of experience in the following areas:
  • Thorough knowledge of office practices, procedures and equipment to include basic accounting practices to track budget and expenditures
  •  Proficiency in Microsoft Office products and experience using word processing, developing spreadsheets, developing presentations, and using database software applications
  • Experience providing coordination to a complex process that involves tracking, scheduling and policy application 
Experience Preferred
  • More than 2 years of recent progressively responsible experience providing administrative support. 
  • Experience in an academic setting.
  • Recent experience with an enterprise student information system (e.g., Colleague)
  • Possess an intermediate knowledge of database programs (e.g., Access)
KSA Required
  • Knowledge of limited entry college programs and course requirements, including prerequisites
  • Knowledge of System, College, and Division policies and procedures
  • Knowledge of privacy regulations
  • Skill in utilizing general office equipment
  • Skill in utilizing word processing software to prepare correspondence and other documents
  • Skill in basic database development and management 
  • Skill in utilizing presentation software 
  • Ability to effectively manage varied responsibilities and adhere to deadlines
  • Ability to work with diverse populations of students
KSA Preferred Department/Job Specific Requirements
  • Highly proficient in multitasking
  • Exceptional skilled use of computer applications and platforms
  • Autonomous in identifying daily tasks
  • Could involve travel to multiple campuses

The following (compliance) training is required and must be completed within the first 30 days of hire with annual refresher training thereafter: 
  • Ethics
  • Safety/Shooter on Campus
  • Personal Information Protection Training (PIP)
  • Anti-Discrimination/Harassment & Title IX
  • Other training may be required as determined applicable. 
Physical Demands
  • Physical Activity:  Primarily sitting
  • Environmental Hazard(s):  <15%
  • Lifting: | 20<->50lbs. 
Posting Type Staff