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HIRING SALARY RANGE

MINIMUM HIRING SALARY: $31,200

MAXIMUM HIRING SALARY: Depends on qualifications

The Administrative Assistant - Health Education Department provides various support services for full-time and part-time faculty, staff, and the dean in the division area. They are responsible for multiple tasks, including managing schedules, handling correspondence, organizing files, and maintaining records. Key skills often include strong communication abilities, proficiency in office software, multitasking, and problem-solving. The administrative assistant also supports the dean by coordinating meetings, preparing reports, and managing office supplies. Their contribution is essential in enhancing productivity and ensuring efficient workflow within the department. This position reports to the Dean of Health Education.

Note: Applications will be reviewed continuously, and the vacancy will remain posted until filled.

ESSENTIAL DUTIES AND RESPONSIBILITIES

This list is meant to be representative, not exhaustive. Incumbents may not perform all the duties listed, while in other cases, related duties may also be assigned. Reasonable accommodations may be made to enable individuals with disabilities the ability to perform the essential functions.

• Managing Schedules: Organize and maintain appointments, meetings, and calendars for the dean and faculty members when needed;
• Communication: Handle incoming and outgoing correspondence, including emails and phone calls, and relaying messages as needed;
• Document Management: Create, edit, and maintain documents, presentations, and reports. Organize and file physical and electronic student records. Distribute departmental mail as needed;
• Office Coordination: Order and manage office supplies, ensuring the office environment is clean and well-organized. Evaluate the working conditions of departmental technology and equipment and submit work orders when needed;
• Meeting Support: Prepare agendas, take meeting minutes, and follow up on action items. Coordinate logistics for meetings and events (pinning ceremonies for ADN and PN students);
• Departmental Support: Prepare, duplicate, and collate handouts such as student manuals, quizzes, exams, and course resource materials as needed;
• Data Entry: Input and accurately update information in databases or spreadsheets. Must be able to operate various office machines (i.e., copier, scanner, PC, etc.) and be proficient in computer and Microsoft Office (Word, Excel, Outlook, PowerPoint);
• Customer Service: Act as a point of contact for students and visitors, providing information regarding college policies, procedures, faculty schedules, and programs within the division area;
• Budget Management: Track expenses and prepare invoices or purchase orders (i.e., submitting book orders and supplies to the bookstore);
• Travel Arrangements: Coordinate travel plans and accommodations by preparing and submitting completed travel reimbursement forms for departmental faculty and staff;
• Confidentiality: Maintain confidentiality and discretion when handling sensitive information such as student academic files;
• Professional Development: Attend in-service training and workshops to update skills for professional development and personal growth;
• College Commitment: Serve on college committees as directed by the supervisor;
• Perform other professional or job-related duties as assigned.

QUALIFICATIONS: Education, Experience, Skills, and Abilities

The requirements listed below represent the knowledge, skills, and abilities required to perform the essential duties and responsibilities satisfactorily.

Knowledge, Skills, and Abilities:

Ability to communicate effectively through speech and writing. Ability to identify, communicate, and analyze problems. Ability to take ownership and utilize constructive feedback. Must be punctual, professional, and eth cally conduct oneself. Ability to plan and prioritize tasks. Ability to work respectfully within a team environment.

EDUCATION and EXPERIENCE:Any combination of education and experience demonstrates possession of the requisite knowledge, skill, and abilities.

REQUIREMENTS:

Education/Skills

Required: Associate degree in from a regionally accredited institution in Office Administration or a closely related field. or closely related field. Excellent communication skills. Working knowledge of computers and Microsoft Office, including word processing, spreadsheets, and presentation graphics.

Preferred:Proficient with computers and Microsoft Office, including word processing, spreadsheets, and presentation graphics. Bilingual.

Experience

Required:Some clerical and customer service experience.

Preferred: Considerable clerical and customer service experience.

PHYSICAL DEMANDS:The physical demands described here represent those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to assist individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to use hands to finger, handle, or feel; reach with hands and arms, and talk or hear. The employee is occasionally required to stand and walk. The employee must regularly lift and move up to 10 pounds and occasionally lift and move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to focus. May require travel.

WORK ENVIRONMENT:Thework environment characteristics described here represent those employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to assist individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee regularly works in indoor conditions. The noise level in the work environment is usually moderate.

This position description covers the essential functions and duties associated with this position. Other duties may be assigned by the President or appropriate supervisor personnel. The College reserves the rig