Position Summary:
The Graduate School is seeking a Program Assistant for its Classroom Training team based in Dallas, Texas. The Program Assistant performs duties in the following areas: Customer Service, Data Entry, Class Logistics, Classroom Management, and Instructor Support.
Responsibilities:
Customer Service includes: receptionist desk duties such as telephone, face-to-face and email contact and follow-up with prospective and former training participants, employers and vendors; preparation and mailing of participant confirmation and cancellation letters.
Data Entry includes: key in training enrollments, create and edit student records and enter class contracts, correct and update entry errors, etc.
Class Logistics includes: monitor participant count and class status; create and maintain class folders; order, pack, ship and ensure receipt of course materials for local and off-site classes; print and distribute class rosters, certificates and participant evaluations; schedule A/V equipment; set up and break down classrooms; monitor assigned classes, handle last-minute needs.
Classroom Management includes: identify and evaluate potential off-site classrooms and meeting rooms; communicate and process contracts with external providers, issue Purchase Orders; enter classroom and hotel assignments in database.
Instructor Support includes: contact instructors regarding teaching assignments; prepare Task Orders and obtain signatures, consult with instructors and Program Managers to determine authorized expenses, assist instructors in arranging travel and lodging, meet instructor’s routine instructional needs (additional course materials, changes in room set-up), etc.
Billing/Procurement Support includes: perform pre-billing reviews of payment documents, secure missing or incomplete documentation, link correct billing data in system, maintain Purchase Order log, review vendor invoices related to training delivery and office services, identify and correct coding errors, secure payment approval, prepare and check weekly Instructor Disbursement Log to ensure accuracy, etc.
Administrative Support includes: deliver mail and faxes, monitor and replenish consumable training and office supplies, maintain organized inventory space and storage areas, process employee time sheets, etc.
Basic Qualifications:
1. Excellent customer service skills.
2. Well organized and able to manage multiple priorities in a deadline driven environment.
3. Flexible to handle interruptions and phone calls.
4. Excellent interpersonal communication skills in person and on the telephone.
5. Excellent writing skills for email correspondence.
6. Proficient in commonly-used computer software programs (Word, PowerPoint, Excel, Lotus Notes).
7. Experience in data entry and utilizing computer databases.
8. Able to lift and pack boxes weighing 35 pounds.
9. College experience, preferred.
Interested candidates should forward a resume and cover letter to the Graduate School,
Human Resources Office at hr.resume@graduateschool.edu or fax to (202) 479-4971.
The Graduate School is an Equal Opportunity Employer.
- Location: Dallas, TX
- Compensation: $32,000 - $35,000
- Principals only. Recruiters, please don't contact this job poster.
- Please, no phone calls about this job!
- Please do not contact job poster about other services, products or commercial interests.