Administrative Specialist Sr - Workforce Development

The Workforce Development Administrative Specialist provides high-level administrative, operational, and project coordination support to the Office of Workforce Strategies and External Relations. This position supports the Associate Vice President and assists with the coordination of workforce development initiatives, grants, employer and community partnerships, special projects, events, purchasing and procurement, budget documentation, meetings, and day-to-day office operations.

The position serves as a key administrative resource for the office and works collaboratively with internal college departments, district offices, employers, industry partners, community organizations, and other external stakeholders. The position requires strong organizational skills, attention to detail, professional communication, independent judgment, and the ability to manage multiple priorities and time-sensitive projects.

Essential Functions

50%

Provides advanced administrative, operational, and program coordination support to the Associate Vice President and the Office of Workforce Strategies and External Relations, including scheduling, calendars, travel, meetings, events, site visits, and daily office operations.

Coordinates administrative activities supporting workforce development programs, projects, grants, employer and industry partnerships, career and technical education, apprenticeships, work-based learning, and new workforce initiatives.

Serves as a key administrative point of contact for internal and external stakeholders, including employers, industry and educational partners, community organizations, vendors, college departments, and district offices; responds to inquiries, coordinates activities, and ensures timely communication and follow-up.

30%

Supports employer and external engagement by coordinating meetings, advisory groups, partnership activities, site visits, workforce events, program launches, conferences, and community engagement activities.

Monitors and tracks budgets, grant funding, expenditures, purchasing, project timelines, deliverables, and reporting requirements; coordinates procurement activities, including requisitions, purchase orders, invoices, P-Card documentation, and vendor communication.

Researches, gathers, compiles, and organizes workforce development data and information and prepares reports, correspondence, presentations, spreadsheets, project trackers, proposals, meeting materials, and other administrative documents.

Maintains accurate files, records, databases, partnership information, grant and project documentation in accordance with college and district procedures.

20%

Supports external relations activities that strengthen workforce development partnerships and expand education, career, and employment opportunities for students.

Handles sensitive organizational, financial, personnel, and partnership information with confidentiality, professionalism, and discretion; adheres to applicable college and district policies and procedures. Performs other duties as assigned.