Administrative & Data Specialist
Clark State CollegeDescription
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The Administrative and Data Specialist works with the Aspire Programs and Clark State’s Workforce Team and acts as a liaison for both programs for interested students. This position is responsible for staffing the front desk, creating a welcoming environment through a culture of care lens, data entry and reporting activities central to the Aspire and Workforce ESOL operations. The position will collaborate with all Aspire and Workforce teammates to ensure accuracy within the operating system. The Specialist works with other members of the Student Affairs team and the Ohio Department of Higher Education to resolve data discrepancies within the operational system, LACES, DRC, Slate and more. This is a grant funded position through June 30, 2025 with the option to renew.
RELATIONSHIPS AND CUSTOMERS
Other Ohio Aspire (ABLE)/GED/ESOL programs
Community Partners
Staff at off-campus sites
Ohio Department of Higher Education, Ohio Department of Education, Ohio Means Jobs, and other State Agencies
ESSENTIAL DUTIES AND RESPONSIBILITIES
1.
Data Management: Enter and maintain student data in the LACES system and other relevant platforms, ensuring accuracy, completeness, and timeliness of information.
2.
Reporting and Analysis: Develop and update reports to support the Aspire program and Workforce Development needs and provide insights for decision-making.
3.
Student Outreach: Proactively engage with prospective students interested in the Aspire and Workforce Development programs, providing information and answering inquiries.
4.
Communication: Manage correspondence through the Clark State and Aspire websites and other channels, addressing questions and concerns effectively.
5.
Supportive Interaction: Work with students, instructors, and staff using a trauma-informed approach, offering kindness, support, and encouragement.
6.
Professional Development: Attend and actively participate in professional development seminars and conferences to enhance the Aspire program’s effectiveness.
7.
Orientation: Assist in organizing and facilitating orientations for prospective students, ensuring a welcoming and informative experience.
8.
Testing: Proctor tests for Adult Education and English as a Second Language (ESOL) courses as needed.
9.
Additional Duties: Perform other tasks and responsibilities as assigned by the supervisor to support program goals and objectives.
SUPERVISORY RESPONSIBILITIES
- Work study students as needed
EDUCATION and/or EXPERIENCE
- Associate’s or Bachelor’s degree in a relevant field or equivalent experience; prior experience in data management or educational support preferred.
- Multilingual user of Haitian Creole and/or French is an advantage.
SKILLS AND ABILITIES
- Experience working collaboratively in a group/team environment
- Strong organizational skills, attention to detail, and proficiency in data management systems (e.g., LACES, DRC, Slate, Microsoft Office Suite)
- Excellent communication and interpersonal skills, with the ability to work effectively with diverse populations.
- Ability to work independently and as part of a team; commitment to professional development and continuous learning.
- Ability to work effectively with people (students, staff, faculty, college leaders).
- Successfully identify and solve problems.
- Excellent oral and written communication skills in English; and additionally in Haitian Creole/French preferred.
- Computer proficiency with word processing, spreadsheet, database, Internet, e-mail and presentation software.
- Trouble-shoot common computer problems, both hardware and software.
- Ability to work in a fast paced, high volume and fluid environment, serving populations with varied skills and needs.
- Properly prepare testing sites and materials.
- Maintain proper level of confidentiality concerning student information (FERPA compliant).
LANGUAGE SKILLS
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or government regulations. Ability to write reports, business correspondence, and procedure manuals, Ability to effectively present information and respond to questions from managers, faculty, and students.
MATHEMATICAL SKILLS
Ability to work with mathematical concepts such as probability and statistical inference. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
REASONING ABILITY
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
PHYSICAL DEMANDS
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms, and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.
WORK ENVIRONMENT
The work is performed in an office-like environment with a minimal amount of noise.