The Administrative Assistant to the Dean of Workforce and Career Technical Education provides comprehensive administrative and operational support to the Dean and the Workforce and CTE division. This position plays a critical role in coordinating divisional operations, including accreditation activities, curriculum processes, faculty load reporting, grant management support, industry partnerships, budget tracking, and compliance reporting. The Administrative Assistant serves as a central point of communication for faculty, staff, students, business partners, and external agencies, supporting the strategic priorities of Workforce and Career Technical Education.
POSTING DATE:MARCH 26, 2026SALARY:Appropriate placement on Salary Schedule E2, 02 (range: $50,680 - $68,169). ANTICIPATED START DATE: MAY 1, 2026
This position will be based initially at Wallace Campus in Dothan, Alabama.More than one position in the same job classification may be filled from the applicants for this position should another vacancy occur during the search process.Administrative Support- Provide direct administrative support to the Dean, including calendar management, meeting coordination, travel arrangements, and preparing correspondence.
- Draft, edit, and format professional correspondence, reports, presentations, agendas, and meeting minutes.
- Serve as the primary point of contact for the Dean’s office, responding to inquiries and routing requests appropriately.
- Maintain confidential files related to personnel, accreditation, curriculum, grants, and compliance documentation.
- Coordinate division meetings, advisory committee meetings, and regional workforce consortium participation.
- Assist with planning and logistics for faculty meetings, industry events, grant meetings, and professional development activities.
- Manage office workflow, ensuring deadlines and priorities are met efficiently.
Accreditation & Compliance Support- Assist in maintaining documentation required for ACCS, ACHE, SACSCOC, and programmatic accreditation reviews.
- Support curriculum review processes, data collection, and documentation for internal and external reporting.
- Maintain organized records of program outcomes, assessments, and accreditation materials.
- Assist with the preparation and submission of required state and institutional reports.
- Support annual updates to the college catalog and workforce program information.
- Maintain records in compliance with institutional, state, and federal guidelines.
Workforce Programs & Industry Partnership Support- Coordinate meetings and communications with business and industry partners, advisory boards, and community stakeholders.
- Maintain records of memoranda of understanding (MOUs), apprenticeship agreements, internship partnerships, and training contracts.
- Assist in tracking enrollment, program participation, and workforce performance metrics.
- Support logistics for industry visits, employer meetings, and workforce initiatives.
Curriculum & Academic Operations Support- Assist with curriculum submissions for local and state approval processes.
- Support coordination and verification of course scheduling, instructional assignments, classroom allocations, and textbook documentation.
- Review and validate class schedules each term to ensure accuracy of faculty assignments, contact hours, and compliance with load policies.
- Maintain accurate records of faculty credentials and assist with credential verification documentation.
- Track program revisions, new course proposals, and certificate development documentation.
- Support communication across campuses to ensure instructional consistency.
Grant & Fiscal Management Support- Assist with preparation, organization, and tracking of grant documentation, including Perkins and other state or federal grants.
- Track grant timelines, deliverables, reporting requirements, and budget expenditures.
- Process invoices, purchase orders, travel reimbursements, and procurement documentation.
- Maintain spreadsheets and tracking systems for budget oversight and allocation requests.
- Assist with inventory tracking and documentation for grant-funded equipment and resources.
- Ensure records are audit-ready and compliant with institutional and funding agency requirements.
Personnel & Division Operations Support- Maintain faculty and staff records, including evaluations, leave documentation, and professional development tracking.
- Assist with scheduling, travel coordination, and conference registrations for faculty and staff.
- Support onboarding documentation for new faculty and staff within the division.
- Prepare materials to support performance evaluations and division planning initiatives.
- Perform other duties as assigned to support the mission and goals of the Workforce and Career Technical Education division.
Required Knowledge, Skills, & Abilities- Exceptional organizational and time-management skills with strong attention to detail.
- Ability to manage multiple priorities in a fast-paced academic and workforce environment.
- Excellent written and verbal communication skills.
- High level of professionalism, discretion, and confidentiality.
- Strong analytical skills with the ability to review and validate data related to faculty load, scheduling, and reporting accuracy.
- Strong interpersonal skills and ability to collaborate with faculty, staff, industry partners, and external agencies.
- Proficiency in Microsoft Office Suite and data management systems.
- Knowledge of accreditation processes, faculty load policies, grant documentation, and budget tracking preferred.
- Ability to interpret policies and ensure compliance with institutional, state, and federal regulations.
- Strong problem-solving skills and adaptability.
Minimum Qualifications- An associate’s degree or higher from an accredited institution is required.
- A minimum of two years of work experience in an office environment working in administrative support or secretarial role is required.
- Ability to work overtime and non-standard hours is required.
Preferred Qualifications- Ellucian Banner experience.
Applicants must meet the minimum qualifications as indicated on this vacancy notice and must submit a completed application packet in order to be considered for this position. A complete application packet must be received no later than 12:00 pm, Friday, April 3, 2026. Applicants who fail to submit all required information will be disqualified. Only applications received during the period of this announcement will be considered. A complete application packet consists of:- Completed Wallace Community College employment application
- Current Resume
- Cover letter describing specifically how your experience and qualifications meet the minimum requirements.
- Employment verification letter(s) verifyingtwo (2) years of work experience in an office environment working in administrative support or secretarial role. Letter(s) must include employment dates and job title, and be on official letterhead with an authorized personnel signature. *ONLY when an applicant has a legitimate reason for not obtaining written verification by their own efforts, such as if the business is no longer in operation, an applicant may submit copies of appointment letters or contracts, and if that is not available, you may submit pay stubs or W-2 forms to confirm the two years of work experience in an office environment working in administrative support or secretarial role.
- Appropriate transcript(s) identifying the applicant, institution, and date of degree conferred, and verifying the applicant has received a minimum of an Associates degree or higher. Transcripts may be unofficial for the application process, but they must identify the applicant, institution, degree earned, and the date the degree was conferred.(A copy ofthe diploma will not suffice).
APPLICATIONS MUST BE FILED ONLINE AT:www.wallace.edu/employment
IF AT ANY POINT YOU HAVE PROBLEMS COMPLETING YOUR APPLICATION, CONTACT THE HUMAN RESOURCES DEPARTMENT AT WALLACE COLLEGE (334-556-2519)Please Note:- ALL APPLICATION MATERIALS MUST BE SCANNED. It is recommended that you have digital (such as pdf) copies of your cover letter, resume, employment verification documents (if applicable),ALLrequired transcripts, and any other document identified in the vacancy announcement ready when you begin the on-line application process. You will be given the opportunity to upload these during the process. If you need assistance scanning documents, please contact:
Human ResourcesMonday - Thursday 7:30 am - 4:30 pmFriday 7:30 am - 2:00 pm334-556-2519
- WE DO NOT ACCEPT FAXED OR E-MAILEDapplication materials.
- When you finish the steps to apply, you will receive an on-screen notice that you have successfully applied.HOWEVER,this notice does not mean your application materials are complete in accordance with the vacancy announcement. It is the responsibility of the applicant to ensure they have submitted all necessary application materials in accordance with the vacancy announcement.
- All correspondence with applicants regarding the College's search process will be sent via e-mail.
If you need technical assistance after reviewing the instructions, please contact:NEOGOV Customer Service: Monday-Friday
8:00 am - 5:00 pm PST
(855) 524-5627
In accordance with Alabama Community College System policy and guidelines, the applicant chosen for employment will be required to sign a consent form for a criminal background check. Employment will be contingent upon receipt of a clearance notification from a criminal background check. Wallace Community College is an active participant in the Employment Eligibility Verification Program (E-verify). E-verify electronically confirms an employee's eligibility to work in the United States as required by the Department of Homeland Security.If you have a disability and require accommodations, please notify us at (334) 556-2484.Wallace Community College is an Equal Opportunity Employer. It is the official policy of the Alabama Community College System, including post-secondary institutions under the control of the Board of Trustees, that no person in Alabama shall, on the grounds of race, color, disability, sex, religion, creed, national origin, age, or other classification protected by Federal or State law, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment.Wallace Community College will make reasonable accommodations for qualified disabled applicants or employees.The College reserves the right to withdraw this job announcement at any time prior to the awarding.
