Administrative Assistant, Health Sciences

Clerical:
• Prepare contracts for full-time faculty as requested to include teaching overload adjustments and assist with part-time faculty time entry.
• Type, reproduce, and distribute office schedules for faculty as requested.
• Handle program area correspondence as requested.
• Assist in orientation of full and part-time faculty.
• Assist in registration and advising events of students.
• Distribute program area reports as requested.
• Assist faculty with purchase requisitions and travel forms as requested.
• Assume other secretarial duties as assigned by division dean.
• Produce academic material as requested, such as type modules, course syllabi, tests,
• Produce faculty schedules, affiliate contracts, class rotations, letters, requisitions, and other general typing requests.
• Receive and distribute information for part-time faculty as required.
• Take messages and distribute them to students and faculty.
• Maintain updated personnel files for divisional/part-time faculty.
• Assist faculty and staff with hardware and software problems.
• Assist with preparing purchasing requisitions.
• Participate in department meetings and take minutes upon request.
• Take minutes at departmental, program, and committee meetings.
• Organize accreditation reports, processes, and documents.
• Assist with advisory meetings and correspondence.
• Assist faculty with meeting and room scheduling.
• Assist with graduation, divisional, or departmental ceremonies.
• Assist the department chairs, and clinical coordinator with the processing of forms and records related to student clinical onboarding and other program requirements.
• Coordinate the process required for tracking equipment in the department.
• Coordinate preparation of offices, obtaining the supplies and equipment necessary for new hires.
• Assist with reports prepared by the director as requested.
• Assist the administrative assistant of Health Sciences and work within the staff assistants team within the division
• Serve as the designated phone contact person for the nursing department (and other health programs, as needed) for program information.
• Demonstrate accuracy, completeness, and thoroughness on all assigned tasks.

Budget and Purchasing:
• Maintain budget, payroll, and purchasing notebooks/files that include master flowcharts that track all transactions with copies.
• Follow up in a timely manner with appropriate departments on status of transactions.
• Keep current on college policies related to processes related to budget, payroll, and purchasing.
• Provide the director with updates on the status of the budget, payroll, and purchasing.
• Process all travel requests of nursing faculty within established college procedures.
• Update faculty on the status of their travel requests.

Students:
• Support students by listening to concerns, providing moral support, and connecting with support services.
• Learn, utilize, and maintain proficiency with program requirements and tools, including the college’s student
success portal, computer information system, and learning management systems among others.
• Assist in distribution of information for advising events and assists with registration of students.
• Assist in orientation of new students.
• Handle inquiries and requests for information from students and the public.
• Assist the division with clinical compliance tracking and verification of student completion of clinical requirements in Complio/American Data Bank.
• Assist with faculty directed requests and needs related to nursing course orientation for new or continuing students.
• Assist in orientation of new students.
• Assist in distribution of information for block registration and assist with registration of students.
• Handle inquiries and requests for information from students and public.
Other:
• Keep current with department information and maintain the confidentiality of all student and faculty issues.
• Assume responsibility for being familiar with and adhering to all policies of the College.
• Perform other duties as assigned by the Dean and Department Chairs.

Contributions to Community:
• Work as part of a cohesive, innovative, and diverse team that supports community partners.
• Serve as a designated contact for Health Sciences programs
• Serve on action teams, councils, and other college work groups as required.
• Make constructive contributions to the shared vision of the college by engaging in work groups and shared leadership across campus.
• Actively participate in student recruitment, engagement, retention, and completion efforts.
• Pursue public relations opportunities and use these to promote the college and the department.
• Assist in planning advisory committee and/or business leadership team meetings.
• Assist with college and program recruiting events as needed.
• Handle inquiries and requests for information from students and public.

Continuous Development:
• Develop a professional development plan for approval by the supervisor and participate in those professional development activities that are approved.
• Pursue continuous improvement in the use of educational technology; diversity, equity, and inclusion; and other areas related to the strategic goals of the college.
• Keep abreast of current technology required by the college.

Culture of Belonging:
• Maintain confidentiality and security of sensitive information.
• Foster a welcoming environment among your team.
• Pursue continuous improvement.

Other:
• Keep up to date with current information of department.
• Assume responsibility for being familiar with and adhering to all policies of the College.
• Perform other duties as assigned by the divisional dean and department chair