Overview The Administrative and Records Assistant provides high-level administrative and coordination support to the Director of Continuing Education and the Curriculum and Distance Education Officer. This role ensures the effective day-to-day operation of the Education Department by managing communications, coordinating meetings and events, and maintaining organized records and documentation. The position serves as a key support function for departmental activities, facilitating communication across the territory and ensuring the timely execution of administrative and program-related processes; including but not limited to education data systems and documentation, ensuring accuracy, accountability, and compliance with organizational standards throughout the full participant lifecycle; including enrollment through program completion and financial closeout. Responsibilities Executive Support & Coordination • Manage calendar, scheduling, and travel arrangements for the Director of Continuing Education. • Coordinate meetings, including preparing agendas, materials, and follow-up communications. • Maintain departmental contact lists, schedules, and administrative records. • Support communication and correspondence on behalf of education leadership. Program & Event Administrative Support • In partnership with Education Support Specialist (ESS) coordinate administrative logistics for education programs, seminars, and convocations. • Maintain participant and delegate lists and related documentation. • Prepare and distribute program materials, including communications and invoices. • Liaise with Command and Section Heads to coordinate participation and permissions. Communication & Stakeholder Support • Facilitate communication with Command Heads and Section Heads regarding program participation and requirements. • Coordinate outreach for initiatives such as scholarship recommendations and guest lecturer approvals. • Respond to routine inquiries and ensure timely information flow. Records & Documentation Support • Maintain organized electronic files and correspondence in departmental systems. • Assist in the preparation and distribution of education-related documents, including transcript analyses. • Ensure accuracy, consistency, and accessibility of departmental records. Administrative Operations • Process requisitions, conference authorizations, and other administrative requests. • Maintain office supplies and coordinate equipment maintenance as needed. • Support general office operations to ensure efficiency and organization. Quality & Administrative Support • Proofread documents for accuracy, grammar, and consistency. • Prepare correspondence and departmental communications. • Support special projects and additional tasks assigned. Qualifications • Associate's degree (A.A.) or equivalent from a two-year college or technical school. • 2 years of related experience; or equivalent combination of education and experience. • Strong organizational and time management skills. • Professional communication and interpersonal skills. • Attention to detail and accuracy. • Ability to manage multiple priorities and deadlines. • Discretion and professionalism. • Proactive and responsive support approach. • Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). • Collaborate with teams via Zoom, Microsoft Teams, Slack.