Administrative Support - Bucks County Community College : Job Details

It's great to work at a place where people are truly committed to serving our students! We're committed to bringing passion and energy to our College.

This position is the primary support person for our Bucks County Resident Catalog and the Lower Bucks Public Safety Training Center. Accurate and timely processing of paperwork (course, student, and instructor), prompt customer service responses, addressing customer-related issues, and providing administrative support to the Department's mission are the foundations of our business strategy. Our customer service philosophy is based on the belief that strong support fosters repeat business opportunities. We are seeking a responsible, self-motivated individual who will function as a team member in a high-volume, fast-paced office. The position requires flexibility in work schedules, the ability to multitask, work with frequent interruptions, and meet defined deadlines for assigned tasks. In addition, the position provides administrative support for the Training Coordinator and Directors. This position serves as the focal point for training operational support for all Bucks County Fire Departments, the resident catalog, and the training centers.

Primary Job Duties:

* Review and validate the resident catalog to ensure accuracy of training courses and schedules. Create and process all course applications for the resident catalog and online courses to include billing information under the sections.

* Review, validate, and process all student pre-registration forms, enter billing residency status, look up all pre-requisites, and send confirmations.

* Generate instructor contracts and distribute course paperwork for local level instructors; enter all instructor pay in the current enterprise system, check CLPS report to ensure accuracy, log pay, and file completed paperwork.

* Responsible for all incoming calls to the Training Center and directing them accurately. Forwarding voicemails to appropriate staff members; cover the phone lines at the LBPSTC. Communicate via telephone and email with instructors, students, and Directors across Public Safety. Work to correct problems, provide information, and respond to customer inquiries.

* Register all students, check pre-requisites, complete drops and adds as needed, ensuring receipt of pre-requisites, entering final grades, issuing certificates through Parchment, communicating, and sending rosters/carpool lists to the certification team for Certification testing, and reporting problems/issues/happenings to the appropriate supervisory staff.

* Lead role in conducting an internal audit of resident catalog and online files and ensuring audit ready status. Move files from current in progress status to completed and archived status. Pull files as needed for the college audit when provided list of files to be pulled.

* Responsible for inventory and ordering office supplies for the Lower Bucks Training center.

* Run weekly report for course confirmations and cancellations. Process class cancellations (update Colleague, class files, logbooks, and billing) and notifying instructors and students of cancellation.

Secondary Job Duties:

* Complete special projects assigned by the Area Directors and Training Coordinator.

* Complete the on-boarding process for new instructors.

* Make hotel arrangements as required.

* Process Con-Ed for classes through the DOH.

* Copy and distribute all incident reports to internal/external recipients.

* Proctor certification exams and functions as a test router as requested.

Pre-placement physical, Pennsylvania background check, Child Abuse Clearance, and FBI Fingerprint clearance are required.

Hourly range: $21.2488 - $22.0513 (commensurate with experience)

Bucks County Community College offers an exceptional benefits package that includes medical, dental, vision, prescription plans, 403B pension plan, life insurance, short & long-term disability, generous paid time off, summer hours, tuition waivers, tuition assistance, wellness center, cafeteria, and free parking.

Minimum Qualifications:

* High School diploma or general equivalency and 3 years work experience or Associate degree.

* 4-6 years job related experience in customer service.

* Familiar with FERPA regulations. Con-ed processes for the PA Bureau of Emergency Health Services. Policies and procedures regarding the State Training system as defined by the Office of the State Fire Commissioner. DOE audit regulations in accordance with Chapter 335. Instructor credentialing parameters for BCCC. BCCC new hire process, payroll system, and travel reimbursement process.

* Good interpersonal skills, basic skills in Microsoft Word and Excel, skills with Datatel/Colleague database is a plus, basic project management skills preferred, demonstrate flexibility and adaptability for off-site training/testing opportunities, must be organized, detail-oriented.

* Good problem-solving ability; able to work in an active environment with constant interruptions; ability to communicate effectively with a diverse student and instructor population; ability to manage a heavy workload; ability to maintain a positive attitude in the event of agitated students and/or instructors; ability to multi-task.

* This position may require the lifting of banker boxes filled with files; repetitive bending and squatting for filing; ability to perform repetitive motions with hands, wrists, and arms. All office staff must have Child Abuse Clearance due to their interaction with minors in relation to courses. Valid Driver's license.

We are proud to be an organization that embraces the value of bringing diverse, talented, and committed people together. The fastest way to breakthrough innovation is when diverse ideas come together in an inclusive environment. We encourage our colleagues to respectfully challenge one another's thinking and approach problems collectively. We are an equal opportunity employer, committed to fostering an inclusive and diverse workplace.

Please Note: At this time, the College does not provide work visa sponsorships. To be considered for employment at Bucks County Community College, applicants must be permitted to legally work in the United States without employer sponsorship. Bucks County Community College participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.