1.RECEPTION & ADMINISTRATIVEDUTIES: A.Ascertain the immediate needs of students and visitors to the CGL and accurately respond to student inquiries in person, by phone or email (ex. registration/admission processes, submitting documentation, and payment procedures if applicable, etc.) in a courteous, professional, helpful manner while striving to answer questions, providing requested information or properly routing inquiries B.Maintain and process office and student records, reports, forms, and all other required paperwork in a timely, efficient manner while consistently checking for the accuracy, correctness and completeness of all data C.Manage/track departmental payroll and expenditures by processing and submitting full-time employee hours, leave forms, travel reimbursement forms, and other pertinent documents D.Order and maintain instructional supplies using the N.C e-procurement system; process incoming and outgoing invoices E.Follow up on work orders with appropriate departments and requesting parties F.Prepare CGL program transcripts and enrollment verification requested by students and/or partnering agencies G.Arrange meetings and events related to all CGL departments and program areas; make calendar appointments for out-of-office staff members; reserve rooms for special events H.Assist with beginning-of-semester ESL duties including posting class lists and assembling class folders with sign-in sheets and class rosters I.Make copies of CGL program materials as requested by the CGL directors and coordinators J.Ensure that the CGL's outgoing voicemail/website information is up to date, including updating testing dates and other time-sensitive information; provide updated CGL program information to Continuing Education and marketing department personnel before each semester's deadline K.Correspond with campus bookstore to confirm curriculum textbooks have arrived before classes begin L.Assist with CGL general clerical and mailing tasks M.Take minutes in departmental and institutional meetings and other announced activities N.Serve as direct supervisor for student workers and front desk operations.
2.STUDENTTESTING & REGISTRATION: A.Assist in new student testing sessions and registration of students for all CGL programs B.Organize and enter new student records including student information, class registration, testing scores, appropriate Literacy Education Information System (LEIS) Data; assist in payment procedures when applicable for all CGL programs C.Report registration numbers to program director(s) as needed D.Support teachers in the understanding and use of CGL forms and data
3.INSTRUCTORCONTRACTS: A.Generate and maintain accuracy for all part-time employee contracts according to directors' requests; follow up w/Human Resources on status of non-instructional contracts to completion B.Coordinate distribution, execution and processing of part-time employee contracts for directors, gathering signatures from all necessary individuals
4.CLASSCREATION & STUDENTROSTERS: A.Create class sections and maintain their accuracy in Datatel/Colleague B.Generate attendance rosters and final grade rosters for directors as needed C.Get curriculum rosters from Student Records and distribute to appropriate program directors, notifying directors of deadlines and returning rosters to Student Records with appropriate signatures
5.STUDENTFULL-TIMEEQUIVALENCY (FTE) RECORDS/FINALIZINGCOURSEFILES: A.Create and provide ESL instructors with FTE attendance files B.Compile ESLFTE reports and verify grades for all class sections, alerting other CGL employees involved in FTE processing of deadlines set by the FTE Coordinator C.Finalize necessary content of all course files (i.e., contract copies, sign-in sheets, grade reports, registration forms, etc.); coordinate proper storage, security, and pre-audit of all course files, after making any necessary post-audit corrections D.Forward all verified ESLFTE reports to FTE Coordinator, making appropriate changes as requested by FTE Coordinator E.Process FTE's for all CGL Continuing Education classes
6.INTERNATIONALSTUDENTSERVICES & STUDYABROAD: A.Use the Datatel/Colleague system to create international student records; enter admissions applications; make tuition corrections; update these files B.Become familiar with required credentials and immigration documentation; make photocopies or scans of originals; route/process them appropriately C.Assist curriculum students with non-profit sponsored and employer sponsored tuition letters. D.Assist in clerical/administrative duties associated with the facilitation of study abroad activities
7.Participate in in-service training and other opportunities for professional development including attendance at off-campus activities, as feasible; remain up-to-date on administrative technology
8.Assign and follow up on tasks for work study students to completion; complete tasks when such work requires expertise not possessed by work study students; make sure tasks are passed along from one work study student to the next during shift changes
9.Additional duties shall include other appropriate activities as assigned by the CGL coordinators, program directors, and Executive Director
The Program Specialist for the division is one of the first points of contact for visitors to the CGL office. The Program Specialist needs to provide helpful and accurate information in a professional manner to all visitors. The Program Specialist also provides a full range of administrative assistance to program directors, coordinators, and instructors and will submit and follow up on college forms of various sorts. More specifically, the duties include but are not limited to reception of students/visitors, data entry, helping with student testing, assisting with payment procedures, organizing and maintaining files and records, purchasing supplies, creating instructor contracts and class sections, finalizing auditing reports, assisting international students, and submitting payroll for CGL staff. The highest level of customer service, administrative, and organizational skills is necessary. Applicants should display an aptitude for cultural sensitivity, and a near-native proficiency in both English and Spanish.