Program Assistant, Quick Careers, OE
Requisition #: 2017  -  1541
Posting Date: 5/9/2017
Appointment Period:
Contracts for regular positions are renewable each June 30th after successful completion of probationary period.(Unless otherwise specified)

The jobholder is responsible for assisting with the preparation of Quick Careers and Occupational Extension class schedules, conducting research for new and/or enhanced course offerings, and program promotions. This position also handles other identified administrative support tasks related to the Quick Careers and Occupational Extension program designed to address the needs of unemployed, under-employed and employed workers, while also building a pipeline of skilled job candidates for local employers/businesses in Guilford County. The jobholder is the primary point of contact responsible for responding to requests for program information, and/or counseling individuals attempting to register for classes, and for setting up program information sessions. The jobholder has primary responsibility for ensuring that instructors have necessary paperwork for Quick Careers and Occupational Extension classes, that audit files are maintained, and that instructors’ completed class rosters and timesheets are turned in on time to be properly prepared for payroll. Additional responsibilities include assisting the Coordinator in working with appropriate Advisory Committees in assessing community wishes and needs, and in responding to other requests for program information by employers/ businesses, partner organizations and community groups).

Essential Duties/Functions:

* Provide administrative and customer service support for the Quick Careers and Occupational Extension program to include queries, registration, schedules, class paperwork, payroll and interaction with instructors.

* Meet with potential students one-on-one to provide career counseling/coaching. 

* Interview applicants (students and potential students) for Quick Careers Scholarships. 

* Assist with program promotion through positive community relations, interaction with media and marketing, coordination of training, etc.  

* Communicate information about classes to businesses and local community groups throughout Guilford County.

* Prepare and keep current marketing information regarding the program on the college web page and in print materials. This material may include strategies for recruiting students, including the use of flyers, email blasts, brochures, newspaper advertisements, public appearances, radio and television appearances, and public service announcements and social media outlets coordinated through the GTCC Marketing Department.

* Provide support to Instructors/Speakers in the development of class schedules, training/lectures, textbook adoption, equipment needs (arranging audio visual and other teaching aids), locating classroom/sites, and other class management issues related to student issues/grievances.

* Develop and maintain Instructor Resource Site (Moodle) for Quick Careers Instructors. 

* Supervise the start and continuation of classes and events and determine their status as canceled, postponed, continued, or filled.

* Audit hybrid/online classes.

* Schedule HRD instructional days and Career Readiness Certificate (CRC) orientations for Quick Careers courses. This will be coordinated with the HRD Lead Instructor and CRC Lead Instructor/Program Assistant.

* Train Adjunct Instructors on administrative policies, procedures and paperwork. 

* Interview potential Adjunct Instructors.

 * Serve as liaison with the Guilford County NCWorks Career Centers to assist job seeking customers visiting their  resource room, conduct Quick Careers presentations/training opportunities/workshops, participate in on-site partner staff meetings, and other committee work.

* Assist with the process of determining community/business needs and interests, for developing selected training classes. Respond to community needs for program information.

* Stay abreast of workforce development initiatives and activities through community programs serving laid-off, displaced and under-employed workers (NCWorks Career System, Division of Workforce Solutions - Employment Services, Chambers of Commerce, Triad Regional Partnership, etc.).

* Assist in collection of information to determine training topic and length of training, and to identify needed resources (facilities, supplies, faculty, etc.).

* Provide institutional support, and work cooperatively with CCE faculty and staff on department programs and goals.

* Perform all duties as assigned by supervisor.

* Maintain neat, complete, and accurate records of training; prepare reports as assigned.     

* Serve actively on all assigned division and college committees, and respond professionally when given special assignments.

* Attend conferences, seminars, and staff development workshops that broaden understanding within the division and focus on the college's ongoing initiatives and goals that promote the success of all college activities.

Difficult Challenges:

* Analyzing and manipulating course schedules when classes need to be postponed due to low enrollment, weather, etc. 

* Serving as point of contact for instructor and student concerns, grievances. 

* Identifying and developing courses that will have the most impact to meet the needs of job/training seekers and employers. 


* Several times a week: Coordinator re advising, scheduling, recruiting, research, marketing.

* Several times a week: Lead Instructor Quick Careers re planning.

* Several times a week: Administrative Assistant re contracts, class closures, class preparation, payroll.

* Monthly: Lead Instructor CRC re scheduling CRC classes for Quick Careers students.

* Monthly: Lead HRD Instructor re scheduling HRD classes for Quick Careers students.

* Quarterly: Assistant Manager Bookstore re textbook adoption.

* As needed: Continuing Education Registration Department re building and revising course schedules, and discussing usage of appropriate course codes for new course offerings.

Educational & Certification Requirements:

* Associate degree in Business/Education or in a related field.

* Bachelor degree preferred. 

Knowledge, Skills, Abilities & Professional Experience:

* Minimum 2 years of community college experience OR four years successful experience in business /industry.

* Experience in community college Continuing Education programs.

* Prior teaching experience preferred.

* Excellent communication skills, both oral and written.

* Excellent working knowledge administrative processes. 

* General knowledge of marketing principles.

* Computer literate.

* Knowledge of facilities planning and management.

* Knowledge of business, education, and government operations.

* General knowledge of the area workforce development services, including the NCWorks Career System and other economic development agencies.

Departmental/Job Specific Requirements:

* Ability to sit for long periods of time on the phone and computer.

* Ability to work extended work hours as needed to meet program, divisional/college needs.

* Ability to travel between campuses and to area businesses as needed basis.

* Strong communication skills needed to conduct presentations for internal groups and external community groups, including employers. 

Working Conditions:

* Work requires mostly sitting with some walking or standing.

* Work requires carrying objects or loads of 20 – 50 pounds. 

* Rare (less than 15%) exposure to hazardous chemicals, filth, fumes, adverse weather, or personal health and safety risks.

**All GTCC job descriptions reflect duties and responsibilities of the particular job and are subject to change with limited notice.

Application Deadline:

  Open until an adequate pool of applicants is received
How to Apply:
A GTCC application must be submitted in order to be considered. Resumes will not be accepted in lieu of completing an application form. When applying for a position that requires a degree, copies of unofficial transcripts must be attached to a completed application.

*If your education credentials are from a country outside of the United States & if you are extended an offer of employment you will be required to submit a translation/evaluation of your transcript.

Application for Evaluation is available:
  1. By clicking the Login link at the bottom of the screen.
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  2. By clicking the Review & Submit Application button at the bottom of the screen.

As an Equal Opportunity Employer, GTCC is strongly committed to diversity & welcomes applications from all qualified candidates, particularly minorities and faculty under-represented in higher education. EOE

Applicants must be immediately eligible to work legally in the United Sates at the time of application. Guilford Technical Community College does not sponsor any VISAs.
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