Administrative and Records Assistant

Overview

The Administrative and Records Assistant provides high-level administrative and coordination support to the Director of Continuing Education and the Curriculum and Distance Education Officer. This role ensures the effective day-to-day operation of the Education Department by managing communications, coordinating meetings and events, and maintaining organized records and documentation.

The position serves as a key support function for departmental activities, facilitating communication across the territory and ensuring the timely execution of administrative and program-related processes; including but not limited to education data systems and documentation, ensuring accuracy, accountability, and compliance with organizational standards throughout the full participant lifecycle; including enrollment through program completion and financial closeout.

Responsibilities

Executive Support & Coordination

• Manage calendar, scheduling, and travel arrangements for the Director of Continuing Education.
• Coordinate meetings, including preparing agendas, materials, and follow-up communications.
• Maintain departmental contact lists, schedules, and administrative records.
• Support communication and correspondence on behalf of education leadership.

Program & Event Administrative Support

• In partnership with Education Support Specialist (ESS) coordinate administrative logistics for education programs, seminars, and convocations.
• Maintain participant and delegate lists and related documentation.
• Prepare and distribute program materials, including communications and invoices.
• Liaise with Command and Section Heads to coordinate participation and permissions.

Communication & Stakeholder Support

• Facilitate communication with Command Heads and Section Heads regarding program participation and requirements.
• Coordinate outreach for initiatives such as scholarship recommendations and guest lecturer approvals.
• Respond to routine inquiries and ensure timely information flow.

Records & Documentation Support

• Maintain organized electronic files and correspondence in departmental systems.
• Assist in the preparation and distribution of education-related documents, including transcript analyses.
• Ensure accuracy, consistency, and accessibility of departmental records.

Administrative Operations

• Process requisitions, conference authorizations, and other administrative requests.
• Maintain office supplies and coordinate equipment maintenance as needed.
• Support general office operations to ensure efficiency and organization.

Quality & Administrative Support

• Proofread documents for accuracy, grammar, and consistency.
• Prepare correspondence and departmental communications.
• Support special projects and additional tasks assigned.

Qualifications

• Associate's degree (A.A.) or equivalent from a two-year college or technical school.
• 2 years of related experience; or equivalent combination of education and experience.
• Strong organizational and time management skills.
• Professional communication and interpersonal skills.
• Attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines.
• Discretion and professionalism.
• Proactive and responsive support approach.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Collaborate with teams via Zoom, Microsoft Teams, Slack.