Administrative Assistant/Office Professional

We are seeking a highly organized and detail-oriented Administrative Assistant to support our Registered Apprenticeship Program. This role will play a crucial part in ensuring smooth program operations, including managing communications, data entry, and assisting with program coordination and compliance. The ideal candidate is a self-starter with excellent communication and administrative skills.
Key Responsibilities:
Provide administrative support to the Apprenticeship Program Manager and team.
Maintain accurate records and documentation of apprentices and journeyworkers in compliance with United Association and federal apprenticeship requirements.

Coordinate communication between apprentices, journeyworkers, employers, and program staff.

Assist with scheduling orientations and training sessions for apprentices and journeyworkers.

Monitor apprentice progress and track completion of required certifications, coursework, and on-the-job training hours.

Prepare reports, correspondence, and other program-related documentation.

Maintain program databases and assist with data entry and analysis.
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Assist in preparing materials for program audits, ensuring compliance with apprenticeship standards.
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Support recruitment and onboarding by organizing application materials, scheduling aptitude testing, and coordinating interviews.
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Provide general office support, including answering phones, responding to emails, and managing program calendars.
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Assist with event planning, such as apprentice graduations, orientations, and informational sessions.
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Handle confidential and sensitive information with discretion.
Qualifications:
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High school diploma or GED required; Associate’s degree in business administration or a related field preferred but not required.
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Proven experience in an administrative or office support role.
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Familiarity with apprenticeship programs or workforce development initiatives is a plus.
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Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and database management.
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Excellent written and verbal communication skills.
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Ability to work independently and manage multiple priorities.
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High attention to detail and strong organizational skills.
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Ability to handle sensitive information with confidentiality and professionalism.
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Experience in scheduling and calendar management.
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Knowledge of state and federal apprenticeship regulations is an advantage but not required.
Physical Demands:
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Ability to sit for extended periods and operate office equipment.
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Occasional lifting of office supplies and materials (up to 25 lbs).
Work Environment:
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Primarily an office setting with occasional travel to related activities or events.
Benefits:
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Health insurance, health reimbursement account, pension, 401k, and paid time off.

To be considered for this position please email your resume to: gharle@ualocal23.org