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Exec. Secretary, Dean of Workforce Development

Job Summary

Under the general directions of the Dean of Workforce Development conducts administrative duties for the Dean of Workforce and Technical Education faculty and staff.

Essential Functions/Responsibilities

  • To understand and commit to the Mission of the College ~  To provide challenging and   diverse opportunities for the pursuit of learning and to enhance personal and community development in a responsible, accessible, learner-centered environment.
  • Assist Dean of Workforce in the administration of Technical Education
  • Prepare or assist with requisitions, travel vouchers, courses to be added to schedule, etc. for Dean of Workforce and instructors of Technical Education
  • Coordinate travel plans, accommodations, vehicles, etc., for Dean and staff as required
  • Order and maintain adequate office supplies for Technical Education
  • Distribute correspondence and budget information to Technical faculty
  • Provide general secretarial services for building employees, such as keyboarding, copying, filing, distributing mail, phone answering and delivery of messages
  • Gather and input data for The Kansas Postsecondary Database.  KSPSD is a web-based program in which users submit data related to approved career and technical education programs, career and technical education adult/short term courses, apprenticeship programs, and Business/Industry courses.
  • Work with Dean of Workforce on Carl Perkins grant process and monitoring.
  • Work with Dean of Workforce with Vocational Capital Outlay grant process and monitoring.
  • Work with Dean of Workforce with various other projects, reports, and grants.
  • Supervise Student Worker assigned to Technical Education
  • Verify Federal/Institutional Student Worker(s) class schedules, time worked with TimeClockPlus
  • Prepare part-time adjunct faculty contracts
  • Calculate pay information for adjunct faculty and prepare spreadsheet for submission to Payroll and Human Resources
  • Prepare full-time faculty contracts for summer
  • Attend various department and campus-wide staff meetings/trainings/conferences
  • Serve on various committees as needed
  • Assist with Career Exploration Day preparation
  • Assist in recruiting students by arranging visits with staff and Student Services
  • Report and track absentee of faculty/staff
  • Take minutes for Divisional meeting and other campus meetings
  • Perform other duties as assigned

The above job description supersedes all previous descriptions. This description is intended to be a tool to describe the primary purpose of the job and the Essential Functions and Responsibilities. The job description may not be inclusive of all duties and job responsibilities. Administration has the right to add to or change the job responsibilities to cover absences or relief to equalize peak work periods at any time.

Required Qualifications

  • Work independently with little supervision
  • Proficiency on computer
  • Must be organized and detailed
  • Good oral and written communication skills
  • Ability to relate well with people
  • High school graduate
  • A valid Driver’s License

Preferred Qualifications

  • Associate’s Degree
  • Bilingual skills – English/Spanish
  • Knowledge of educational programs at the college level
  • Experience working with students, faculty, and business community

Supervisory Responsibilities

  • Federal/Institutional student workers, when assigned.

 Physical Requirements

  • Maintain a valid Kansas Driver’s license
  • Ability to read materials
  • Ability to communicate clearly and precisely in written form and verbally
  • Ability to sit/stand for a long period of time
  • Able to do any physical work assigned
  • Motor skills and dexterity to access campus locations
  • Ability to occasionally lift heavy materials
  • Ability to bend, stoop, and kneel as necessary to perform the responsibilities of this position
  • Data entry for an extended period of time

Building Assignment

  • Lewis Technology Center