Administrative Assistant - Health Sciences

***Salary dependent on relevant experience and education***

Statement of Primary Purpose

Provide comprehensive administrative and clerical support to the Health Sciences Department.

Classification

Full-time, non-exempt, Office Support, Staff

Essential Functions and Responsibilities

• Provide comprehensive administrative and clerical support for the Dean of Health Sciences.

• Ensure the smooth, efficient, and effective operation of the Health Sciences division within the institution.

• Serve as the Health Sciences primary point of contact and liaison to faculty, staff, students and visitors to the Dean’s office.

• Uphold the principles of professionalism and standards of excellence during interpersonal interactions. Project a positive, harmonious image.

• Plan and organize daily work routine and establish priorities for the completion of work.

• Maintain effective and efficient output of all duties and responsibilities.

• Manage the Dean’s calendar, coordinate meetings, and handle correspondences.

• Organize and maintain electronic and physical files, ensuring accuracy and professional formatting.

• Ensure discretion and professionalism in handling sensitive and confidential information.

• Provide timely, accurate, and thorough support to internal and external stakeholders.

• Coordinate logistics for divisional events, accreditation site visits, conferences, and pinning ceremonies.

• Enter and maintain Health Sciences semester class schedules in the college computer system.

• Coordinate curriculum/continuing education class schedules for the division.

• Initiate human resources documents for the hiring of part-time instructors, create and distribute contracts, calculate payments, and submit monthly payroll reports to the business office.

• Maintain Health Sciences room schedules, instructor schedules, and course syllabus files.

• Purchase equipment and supplies through the e-procurement system, following college and state purchase and contract guidelines. Assist with acquiring quotes and bids.

• Maintain spreadsheets and documents for organizational and reporting purposes.

• Assist dean and faculty with processing forms, including leave, travel, field trips, and requisitions.

• Maintain an inventory of office equipment and supplies and ensure all equipment is maintained and operational.

• Attend training and professional development opportunities related to the skills and responsibilities of the position.

• Supervise daily activities of the division work-study student.

Additional Duties and Responsibilities

• Perform other duties as necessary.

Minimum Qualifications

Education

Required: High school diploma or equivalent with at least two years of work experience in an office setting.

Preferred: Associate Degree of Applied Science in Administrative Office Technology or related field. Experience in office support/office management in the Health Sciences field.

Knowledge and Skills

• Advanced computer software application skills.

• Specific software applications currently used include: Microsoft Word, MS Excel, MS PowerPoint, Google email and drive. Prefer experience with Colleague

• Excellent follow-through, attention to detail, and ability to anticipate deadlines and projects to support the efficient operation of the division.

• Analyze problems skillfully and use logic to reach solutions.

• Ability to establish and maintain effective working relationships with students, faculty, staff, and visitors.

• Must be able to adapt to a high stress environment, handle frequent inquiries from faculty and students while maintaining a calm, professional attitude.

• Ability to work independently and as part of a team.

• Support a positive team environment.

• Demonstrate honesty, personal integrity and trustworthiness and ability to maintain confidentiality.

Physical Demands

Computer use for long periods, standing, walking, lifting up to 15lbs. Must be able to multi-task. Light lifting of office supplies. Bending, stretching, and walking for filing and special events.

Working Conditions and Environment

Typical campus office environment. Occasional evenings during registration, meetings, and special events.

Equipment Operation

Software programs and routine office/computer equipment.

This position description covers the most essential functions and duties associated with this position. Other duties may be assigned by the President or appropriate supervisory personnel. The College reserves the right to alter duties, responsibilities, conditions, working hours, and job title as necessary.