Jill Wolfe

Duties Summary

• Program Registration Management – Reviewed applications, processed enrollments, and managed cancellations for professional development programs across two campuses, including residential, online, virtual, offsite, school-based, and conference programs.
• Record Management & Compliance – Maintained participant records in compliance with institutional policies, eligibility criteria, and data protection standards.
• Logistics Coordination – Organized program class lists and cross-referenced with all 115 North Carolina school districts to ensure statewide participation opportunities.
• Calendar & Database Management – Independently managed future program calendars, developed database entries, gathered program data, and accurately tracked participant information.
• Data Analysis & Reporting – Analyzed participation, attendance, and program effectiveness using data management systems; generated and distributed detailed weekly reports to administrators.
• Collaboration – Participated in weekly cross-departmental meetings to review enrollment, program details, and upcoming program needs.
• Process Improvement – Partnered with departments to develop and implement best practices for registration policies and procedures, improving efficiency and enhancing participant experiences.
• Customer Service & Support – Delivered responsive and professional service to educators, administrators, central and district offices, and stakeholders by addressing inquiries and ensuring a positive experience.
• Marketing Support – Supported marketing initiatives to increase participation in professional development programs.
• Compliance & Reporting – Ensured adherence to institutional and state enrollment, reporting, and regulatory requirements.

• Deliver executive-level administrative support to the Executive Director; anticipate Center needs, organize tasks, and respond promptly; answer telephone calls for administrative offices and document messages; attend committee meetings and prepare minutes; coordinate and organize information and communication flow with NCCAT staff; establish and maintain administrative files; prepare, distribute, and discuss Destiny One data.
• Maintain archival documents; organize materials for various conferences and meetings at the executive level; process travel and check requests; arrange appointments for visitors and staff members
• Preparation of materials in advance of Board of Trustee meetings and attendance at Board meetings. Record minutes and transcribe appropriately for the Board's approval. Organize and maintain digital notes for the Board

• Assist dean, staff, and instructors with essential detailed office management skills to include completion, review, and tracking of numerous campus-wide forms and documents such as timesheets, requests of leave, prior travel authorization, and contracts.
• Verify monthly credit card statements with actual expenditures, assign proper budget codes, and balance accordingly.
• Maintain and procure office supplies and equipment using the State's automated purchasing system with proper budget codes and balances.
• Plan, create, manage, and implement special events and meetings.
• Develop pay verification, calculate pay for part-time instructors, provide monthly reports for payroll, and compose Employee Request Memo.
• Create memos, letters, and documents to assist with division correspondence. Maintain an open, friendly, helpful office environment while providing accurate information to students, faculty, and visitors to the division office while performing precise and detailed tasks.
• Manage semester class schedules (via data entry), room schedules for multiple buildings, course syllabus files, and instructor schedules for the division office and reporting purposes. Successfully developed and implemented a training manual for new hire Administrative Assistants throughout the college.
• Recognize obstacles within the division and formulate resolutions independently and with other departments.

• Responsible for the day-to-day operations of the Administration Office, including providing excellent positive customer service to 850 + members seeking assistance, answering ten incoming phone lines, handling and scheduling service calls to numerous vendors, responding to emails, and scanning and copying documents for members.
• Provided high-level administrative support to the General Manager, Board of Trustees, Committee Members, Staff, and Managers.
• Records management, coordinated Clubhouse calendar(s), arranged conference calls, and organized meetings at Clubhouse and off-site locations.
• Attended Board of Trustees & Committee meetings, recorded & and transcribed official minutes.