Administrative Assistant, Alternative High School

Thank you for your interest in a career at Northcentral Technical College (NTC).

NTC offers outstanding career opportunities on a modern campus with state-of-the-art technology that allows for a collaborative learning and work environment.Employees are offered an amazing Total Rewards package with competitive salaries, excellent benefits, and generous paid time off - including two paid closures for the winter holiday (Christmas - New Year) and summer (week of July 4th), for most full-time positions. NTC is "The College that Cares" and makes a difference in the lives of our employees and students. If you have the desire to help students while positively impacting the community, we'd love for you to join our team! See why our current employees did!

Starting Hourly Rate Based on Qualifications:

JOB SUMMARY, DESCRIPTION & QUALIFICATIONS:

Job Summary

The Administrative Assistant provides comprehensive administrative and program support to ensure the efficient daily operations of the Alternative High School. This position supports students, families, faculty, and administration through coordination of records, compliance reporting, communication, and student services while maintaining strict confidentiality.

Essential Functions and Responsibilities

The following duties are primarily performed and are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily and successfully with or without reasonable accommodation.

Student Records & Data Management

• Manage student registration, course authorization, and enrollment processes.

• Maintain accurate attendance records across required systems.

• Process progress reports and required district/state reporting.

• Ensure proper coding and documentation of graduates.

• Maintain confidential student records in compliance with FERPA and other regulations.

Program & Operational Support

• Provide administrative support to Alternative High School leadership, faculty, and adjunct instructors.

• Coordinate scheduling, meetings, room reservations, and instructional logistics.

• Maintain office systems, records management procedures, and workflow processes.

• Prepare correspondence, reports, and official documents.

Student & Family Communication

• Communicate with students, families, and guardians regarding attendance, orientation, conferences, and program requirements.

• Monitor attendance concerns and coordinate truancy-related communications.

• Serve as a liaison with district partners and community agencies.

Interagency & District Coordination

• Communicate and collaborate with school districts, probation officers, social services, and community organizations.

• Coordinate transportation eligibility and related student services.

• Support compliance with district and DPI guidelines.

Financial & Resource Management

• Assist in preparation and monitoring of program activity budgets.

• Coordinate purchasing of supplies and curriculum materials.

• Support contract preparation, tracking, and billing processes.

Event & Program Coordination

• Coordinate logistics for graduation, orientations, conferences, field trips, and program events.

• Support event planning, vendor coordination, and on-site assistance.

School Climate & Student Support

• Support a welcoming and secure environment for students and visitors.

• Demonstrate understanding and sensitivity to the needs of at-risk students.

• Maintain professionalism and composure in stressful or escalated situations.

Minimum Qualifications Required

In limited circumstances, NTC may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.

Education: Associate's Degree (or Equivalent)

• Two years of postsecondary education appropriate to the position responsibilities or equivalent knowledge and skills gained through occupational experience, or an equivalent combination of postsecondary education and occupational experience.

Experience: 2 Years

Additional Experience Information:

• Demonstrated proficiency in the use of Outlook, Microsoft Office Suite, and database systems. Proficiency in Word, Excel, as well as a minimum typing proficiency of 45 wpm will be assessed as part of the recruitment process.

• Demonstrated ability to learn other software, including but not limited to document software.

• Experience with Workday preferred.

• Must be able to use telephone and copy/fax machine.

Knowledge, Skills and Abilities

In order to perform the functions and responsibilities of the position (listed above) the following knowledge, skills, and abilities, including language skills, reasoning and mathematical abilities are essential.

Language Skills:

Ability to read, write and comprehend simple instructions, emails and memos; discuss information one-on-one and in small groups.

Math Skills:

Ability to add and subtract numbers using basic units of measurement.

Reasoning Ability:

Ability to critically think and solve problems involving a variety of concrete variables with limited standardization; interpret written, oral and diagrammed instructions.

Technical Skills:

Ability to manage and track document changes; create, modify and format templates and files; ability to use multiple computer screens and multitask in several computer applications.

Customer Service Skills:

Ability to actively listen, discern key information, and respond professionally; ask follow up or clarifying questions to diffuse escalated situations and offer appropriate problem resolution when necessary.

Other Requirements

N/A

Physical Requirements

Carrying/Lifting 10-25 lbs: Low

Carrying/Lifting 25-50 lbs: N/A

Carrying/Lifting >50 lbs: N/A

Sitting: High

Standing/Walking/Climbing: Low

Squatting/Crouching/Kneeling/Bending: Low

Repetitive Hand/Foot Movement: High

Pushing/Pulling/Reaching Above Shoulder: Low

Work Environment

Indoor/Office Work Environment: High

Outdoor Weather Conditions: N/A

Irritated or Agitated Individuals: Medium

Hostile or Violent Individuals: Low

Hazardous Fumes/Odors/Toxic Chemicals: N/A

Confined Spaces (as identified by OSHA): N/A

Work-Related Travel: N/A

Smell Requirement: Low

Specific Vision: Low

Hearing: High

Taste: N/A