Administrative Assistant to the Community School (PT) - Evenings

This position is a part-time position - 20 hours per week - Evenings 3 p.m. - 8:00 p.m. with flexible hours in the summer.

Administrative Assistant – Community School at Cape Cod Tech

Position Overview:

The Administrative Assistant provides clerical and administrative support for adult education students, instructors, and the Director, ensuring the smooth operation of the Community School’s continuing education programs. This role involves managing student inquiries, registration, scheduling, communications, and assisting with financial and operational tasks.

Key Responsibilities:

Student & Faculty Support

Respond to inquiries regarding classes and costs via phone, email, and in person, maintaining professionalism and an understanding of adult education needs.

Organize student registration including paperwork, handbooks and all filing of documents.

Interact with the Community School’s website and registration software (ACTIVEWorks) to manage student inquiries and registrations.

Prepare and distribute attendance sheets for all classes; track and maintain student attendance records in Excel including requirements for state Boards.

Assist grant recordkeeping and paperwork, including application processing, selection support, and candidate tracking.

Assist faculty with classroom reservations, equipment requests, and scheduling.

Compiling and send weekly schedules to maintenance/ custodian. Enter all schedules into the facility calendar and keep up to date.

General Office Management

Perform reception duties, welcoming students, visitors, and faculty, particularly on the first day of classes.

Monitor and order office supplies as needed.

Perform clerical tasks such as photocopying, mail handling, and filing (both physical and digital).

Data Management & Reporting

Maintain student registration and enrollment records.

Track program completion and issue certificates.

Update and manage class rosters and contact lists.

Distribute, collect and enter student evaluation data at the end of each class.

Communication Coordination

Draft and send routine emails and memos to students, faculty, and staff.

Schedule and send calendar invitations for meetings.

Follow up on outstanding tasks or deadlines with students and staff.

Event & Program Coordination

Assist with event logistics, including room setup, catering, and material preparation.

Update and distribute program materials (flyers, brochures, online content, and handbooks).

Manage RSVPs and attendance tracking for events and meetings using spreadsheets or designated software.

Financial & Operational Support

Prepare deposit slips for the Business Office and ensure accurate submission.

Monitor delinquent accounts, track resolution, and follow up with students or families regarding outstanding balances.

Request purchase orders and process invoices for all class supplies and text books within the Business Office A/P procedures.

Ensure timely submission of expenses.

Skills & Qualifications:

Education: High school diploma or GED required.

Experience: Minimum of 2 years of experience preferred in an administrative assistant or related role.

Administrative & Organizational Skills: Strong ability to manage clerical tasks, maintain records, and coordinate schedules efficiently.

Communication Skills: Excellent verbal and written communication for responding to inquiries, drafting emails, and coordinating with students, faculty, and staff.

Customer Service: Ability to interact professionally with adult learners, instructors, and visitors, ensuring a welcoming and helpful environment.

Technical Proficiency: Experience using registration software (such as ACTIVEWorks), Microsoft Excel, and other office software for data tracking and reporting.

Attention to Detail: Accuracy in maintaining student records, processing financial documents, and managing program documentation.

Multitasking & Time Management: Capability to handle multiple responsibilities, prioritize tasks effectively, and meet deadlines.

Problem-Solving: Proactive approach to troubleshooting scheduling conflicts, resolving student inquiries, and assisting with financial tracking.

Financial & Data Management: Basic knowledge of financial tracking, purchase orders, and invoice processing within established business office procedures.

Position Details

Starting Date: Immediate Opening

Hours: Monday – Thursday, 3:00 – 8:00 p.m. (20 hours per week); flexible hours in July and August

This position plays a key role in maintaining the efficiency of the Community School at Cape Cod Tech, providing vital administrative and operational support to students, faculty, and the Director.

Contact Carol Connolly or apply on School Spring https://www.schoolspring.com/jobdetail?jobId=4985403