Job Summary

Big Sandy Community and Technical College is seeking a Temporary Administrative Assistant to assist with our CLIMB initiative. The Career Ladder in Mental and Behavior Health (CLIMB) initiative is a key project under the Healthcare Workforce Collaborative (HWC), aimed at creating postsecondary pathways for individuals in recovery or reentry who are seeking entry-level employment as peer specialists. The Administrative Assistant for CLIMB will provide comprehensive support for all aspects of this initiative, ensuring efficient coordination, management, and reporting for program activities. This role plays a critical part in supporting the mission of CLIMB.

Job Duties:

Budgeting & Financial Management:

•  Assist in the development, monitoring, and tracking of budgets for the CLIMB initiatives.
• Ensure financial documents, reports, and expenditures are in compliance with program guidelines and policies.
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Enrollment:

•  Coordinate the enrollment process for participants in the CLIMB-Health program, ensuring timely and accurate data collection.
•  Maintain participant records and ensure proper documentation is in place for compliance and auditing.

• Coordination & Class Creation

• Assist in the creation and scheduling of educational and training classes for participants.
•  Coordinate logistical aspects of the program, including materials, facilities, and instructors.

• Scheduling:

 Manage the scheduling of classes, training sessions, and meetings for the program.

 Ensure that scheduling conflicts are resolved promptly and efficiently.

• Payroll Assignments:

• Process payroll assignments for adjunct instructors, ensuring accuracy and compliance with program guidelines.

• Program Inquiries & Correspondence:

• Respond to program-related inquiries from participants, stakeholders, and external partners.
•  Draft and distribute program correspondence, including emails, reports, and updates.

• Invoicing & Reporting:

• Assist with the preparation and submission of invoices related to program expenses.
•  Compile and maintain accurate reports on program progress, expenditures, and other key metrics.

• State Training Submissions:

• Manage and submit training documentation to the state or relevant governing bodies, ensuring that all submissions are complete and on time.
•  Track training certifications and ensure they meet state requirements for the CLIMB program.

• Recruitment & Collaboration:

• Assist in the recruitment of participants, partners, and instructors for the CLIMB-Health program.
• Foster positive relationships and collaborations with external organizations, community partners, and internal teams.
  
  

Minimum Qualifications:

• High school diploma or equivalent;
• Proven experience in an administrative support role, preferably in a healthcare or educational setting.
• Strong organizational skills with attention to detail and the ability to manage multiple tasks simultaneously.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent communication skills, both written and verbal.
• Ability to work independently, take initiative, and collaborate as part of a team.
• Understanding of budgeting, payroll, and invoicing processes.
• Experience working with individuals in recovery or reentry is preferred.
• Knowledge of mental and behavioral health services is a plus.
 

Preferred Qualifications:

Associate's degree or higher preferred.

Additional Skills Requested:

• Ability to handle sensitive and confidential information with professionalism and discretion.
• Strong problem-solving skills and adaptability to changing circumstances.
• Ability to work with diverse populations and promote inclusivity.
• Must be able to operate office equipment, including computers, printers, and phones.

Employee Rights - Employee Polygraph Protection Act

Equal Opportunity Employer - The Kentucky Community and Technical College System is an equal educational and employment opportunity institution.