Administrative Assistant IV

Posting Number: AS543P

Contract Length: N/A

Class Summary: The
Administrative Assistant IV provides advanced administrative and operational support for Adult Education programs. This position performs a
wide range of complex administrative functions requiring independent judgment, discretion, and thorough knowledge of College policies,
procedures, and program requirements. The position coordinates administrative operations, manages communications, prepares reports and
correspondence, maintains confidential records, and supports the efficient delivery of program services. The Administrative Assistant IV
serves as a key administrative resource for students, faculty, staff, and community partners while ensuring the effective operation of the
assigned area.

Candidates Eligible to Apply: Internal/External

Position Type: Non-Exempt
Staff

Position Funding Type: Regular

Minimum
Education/Training/Experience

Forty-five (45) college credit hours required. Twenty-three (23) of the required credit
hours may be substituted with one and one-half (1½) years of directly related work experience. Any work experience used to satisfy the
educational requirement may not also be counted toward the required minimum years of experience.

Three (3) years of
progressively responsible administrative support experience, preferably supporting multiple programs, departments, or complex operational
areas.

Preferred Education/Training/Experience

Four (4) years of progressively responsible administrative
support experience providing support to multiple programs, projects, departments, or complex operational areas.

Minimum
Knowledge & Skills

Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and the ability to learn and
effectively use College and Adult Education data management systems.

Knowledge of advanced office administration
practices and procedures, including document preparation, records management, data entry, and maintaining a high level of accuracy,
attention to detail, and effective time management.

Knowledge of recordkeeping and documentation practices, including
the maintenance of confidential student, personnel, and program records in accordance with applicable regulations and College
policies.

Ability to perform accurate arithmetic calculations and assist with routine fiscal, purchasing, and
budget-related administrative processes.

Ability to operate standard office equipment and interpret, apply, and explain
College policies, procedures, and Adult Education program guidelines to students, faculty, staff, and community partners.

Ability to compile, organize, verify, and summarize information; prepare routine and special reports; and maintain accurate
program documentation to support operational and compliance requirements.

Ability to organize multiple priorities,
coordinate administrative activities, exercise sound judgment, and consistently meet critical deadlines in a fast-paced, grant-funded
environment.

Strong verbal and written communication, customer service, and interpersonal skills, with the ability to
interact professionally and effectively with diverse student populations, faculty, staff, community partners, and external agencies while
maintaining confidentiality and providing excellent service.

Preferred Knowledge & Skills

Knowledge of
applicable federal, state, and institutional regulations, policies, procedures, and grant requirements related to Adult Education and
Literacy programs.

Ability to provide effective customer service to a diverse student population; bilingual proficiency in English
and Spanish is preferred.

Licensing/Certification Requirements

None

Job
Duties

Provide advanced administrative support to the Director and Adult Education leadership by coordinating daily office
operations and ensuring the efficient delivery of program services.

Serve as the primary point of contact for students,
faculty, staff, community partners, and external agencies by responding to inquiries, providing information, and directing requests to
appropriate personnel.

Coordinate and maintain calendars, meetings, orientations, professional development activities,
advisory committee meetings, and special events for the Adult Education program.

Prepare, proofread, edit, and
distribute correspondence, reports, presentations, meeting agendas, minutes, forms, and other program documents while maintaining a high
level of accuracy and professionalism.

Maintain confidential student, personnel, financial, and program records in
accordance with College policies, the Family Educational Rights and Privacy Act (FERPA), and applicable federal and state
regulations.

Assist with student intake, registration, scheduling, referrals, and general administrative processes that
support Adult Education and Literacy services.

Enter, maintain, verify, and retrieve program data using College
information systems and Adult Education reporting systems to ensure accuracy, completeness, and timely reporting.

Assist with collecting, organizing, and maintaining documentation required for Texas Workforce Commission (TWC) Adult
Education and Literacy grant compliance, monitoring activities, audits, and performance reporting.

Monitor
administrative processes to ensure compliance with College policies, grant requirements, and Adult Education program guidelines.

Coordinate purchasing activities, including preparing purchase requisitions, monitoring supply inventories, processing
invoices, reconciling receipts, and maintaining purchasing documentation in accordance with College procedures.

Assist
with budget tracking by maintaining expenditure records, preparing routine financial reports, and monitoring departmental expenditures
within established guidelines.

Coordinate travel arrangements, conference registrations, reimbursement documentation,
and related administrative activities for Adult Education staff.

Maintain office supply inventories and coordinate the
ordering, receiving, and distribution of supplies, instructional materials, and equipment necessary for program operations.

Coordinate facility and classroom scheduling for Adult Education classes, testing, orientations, workshops, meetings, and
special events.

Support program instructors and staff by preparing instructional materials, maintaining classroom
resources, coordinating administrative requests, and assisting with operational needs.

Assist with coordinating
communication with community partners, employers, school districts, workforce organizations, and other agencies participating in Adult
Education initiatives.

Prepare reports, spreadsheets, and statistical summaries by compiling information from multiple
sources to support program planning, compliance, and decision-making.

Maintain electronic and physical filing systems
to ensure records are organized, secure, and readily accessible.

Exercise independent judgment in resolving routine
administrative issues and escalating complex matters to appropriate supervisory staff when necessary.

Interpret and
explain College policies, procedures, and Adult Education program requirements to students, faculty, staff, and members of the
public.

Support onboarding activities for new staff, part-time instructors, and temporary employees by coordinating
required documentation and administrative processes.

Assist with coordinating internal and external audits, monitoring
visits, accreditation activities, and grant reviews by preparing requested documentation and supporting materials.

Maintain confidentiality when handling sensitive student, personnel, financial, and program information.

Participate in departmental, divisional, and College committees, meetings, training, and professional development activities
as assigned.

Coordinate administrative support for testing activities, including scheduling, maintaining testing
records, preparing testing materials, and ensuring documentation is maintained in accordance with Adult Education and Literacy program
requirements.

Coordinate communications and administrative activities with community-based organizations, local
workforce partners, employers, school districts, and other external stakeholders to support outreach, student recruitment, referrals, and
collaborative Adult Education services.

Perform other related duties as assigned to support the mission and objectives
of the Adult Education program and the College.

Physical Requirements

Sedentary work that requires
prolonged periods of sitting, working at a computer, and performing administrative tasks using standard office equipment.

Ability to regularly use hands and fingers to operate computers, keyboards, telephones, printers, scanners, and other office
equipment.

Ability to communicate effectively in person, by telephone, and electronically with students, faculty,
staff, community partners, and external stakeholders.

Ability to read and interpret documents, reports, forms,
policies, and procedures in both electronic and printed formats.

Ability to maintain visual attention and accuracy
while reviewing documents, entering data, and completing administrative tasks.

Ability to occasionally stand, walk,
bend, reach, and move throughout the office, classrooms, testing areas, and other College facilities.

Ability to
occasionally lift, carry, push, or pull office supplies, files, instructional materials, or equipment weighing up to approximately 25
pounds.

Ability to work effectively in a fast-paced environment while managing multiple priorities and meeting
deadlines.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential
functions of the position.

Minimum Salary Range: $40,081

Mid Point Salary Range: .

Maximum Salary Range: $50,101

Posting Will Be Open Until Filled: Yes

Special
Instructions to Applicant

Please NOTE: All applications must contain complete job histories, which include job title,
dates of employment (month/year), name of employer, supervisor’s name and phone numbers and a description of duties performed. If this
information is not submitted, your application may be considered incomplete. Applications with “See attached” or “See resume” will not be
accepted in lieu of a complete application. Omission of data can be the basis for disqualification; you may state “unknown” for any
incomplete fields. A scanned copy of unofficial transcript(s) must be attached to the online application.

EEO
Statement

College of the Mainland is an affirmative action/equal opportunity institution and does not discriminate on the
basis of race, color, sex, age, national origin, religion, disability or veteran status.

College of the Mainland does not
discriminate on the basis of disability in the recruitment and admission of students, the recruitment and employment of faculty and staff,
and the operation of its programs and activities, as specified by federal laws and regulations within Section 504 of the Rehabilitation Act
of 1973 and the Americans with Disabilities Act of 1990 and 1992.

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Posting

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