Basic Function: Provide primary administrative support to the Division staff members. Provide primary administrative support to the Division Chair and faculty.

Salary & Benefits: $16.53 hourly in accordance with the salary schedule established for Office Clerical positions. Fringe benefits of Blue Cross/Blue Shield health insurance, eye care, dental, life and disability insurance. Retirement benefits as provided by Social Security and IPERS or TIAA.

Qualifications: Minimum of one year post-high school education or two years related work experience. Accurate keyboarding (60-80 wpm with high accuracy) and functional operation of all Microsoft Office applications (Word, Excel, Publisher, PowerPoint, Outlook). Knowledge and ability to work with databases to track information and extract data for reports. Advanced writing/editing/proofreading skills in creating correspondence and other materials. Excellent interpersonal skills; must be able to effectively work in a team setting, with the public, and with all levels of College personnel. Ability to perform diversified tasks effectively/efficiently with frequent interruptions. Must possess a high degree of confidentiality towards issues/matters sensitive in nature, and to exercise discretion in dealing with controversial or potentially sensitive topics. Professional skills to handle sensitive or difficult situations diplomatically. High level of initiative and ability to work independently with minimal supervision, exercising good judgment and decision-making ability exercising responsibility. Excellent organizational and analytical skills; assume general assignments independently following through to successful completion; accurately and productively manage details of complex projects and events; and manage calendars and schedules. Must possess excellent verbal and communication skills, ability to understand words and respond effectively and appropriately, visual acuity to view a computer terminal, ability to use appropriate judgment and to apply tact and courtesy in difficult situations.

Responsibilities:
Answer telephone calls, schedule appointments, reserve rooms for extra classes and meetings, prepare correspondence. Provide direction and/or assistance from central desk location to Health Division visitors or students.
Assist with scheduling meetings (division, advisory, etc.), secure rooms, attend meetings, document minutes, file and share with the appropriate individuals.
Provide historical data for scheduling - previous schedules, enrollment data, etc.
Assist in planning, scheduling for and preparing for promotional activities such as orientations, recruiting events, and large scale events.
Create and update program brochures and other publications.
Review student physicals and BLS records for compliance and maintain student files.
Work with local agencies to ensure agency requirements are met: i.e., HealthStream and assist students with completing these requirements.
Create purchase orders and expense reimbursement forms for division.
Maintain office inventory including ordering office supplies for division.
Administer Student Perception surveys for division faculty.
Update and maintain program booklets or other program/discipline materials.
Proofread materials for accuracy - website, catalog, program booklets, etc.
Track submission of required materials - syllabi, course outlines, assessment materials, program review, budgets, equipment inventory, course fees, etc.
Submit/track division work orders, repairs, and/or installation of equipment.
Assist with requisitions/bills; provide an updated monthly account of budgets.
Assist with completion and collection of Safety Data forms and required inspection rotations for equipment. Assist in maintaining compliance with SDS requirements.
Maintain equipment inventory, label/tag division equipment, track equipment check-out and return, monitor equipment condition, and manage part replacement as needed.
Assist Academic Affairs office in tracking and documenting enrollments, including faculty loads and class schedules.
Assist with documentation of paperwork for Student Work Studies (recordkeeping, monthly inventories, budgets, track student hours, prepare MOUs, etc.)
Assist faculty in coordinating activities and promoting events with local high schools.
Assist with collection of materials for external accreditation.
Assist with coordinating Apprenticeships/Pre-Apprenticeships with Continuing Education.
Maintain records and files as requested by the department and/or Vice President of Academic Affairs and Student Learning (VPAASL). Perform other responsibilities as assigned by the Division Chairperson and the VPAASL, relating to the best interest of the program and student success.
Establish and maintain effective professional relationships with staff, students, faculty, and other NIACC stakeholders.
Arrive on time for work, attend work regularly, and successfully complete the responsibilities of the position.
Be attentive to detail, accurately follow written and oral instructions, and work independently. Communicate effectively with individuals from diverse ethnic, racial, socioeconomic, gender, and disabilities populations.
Perform in a manner which strengthens the coordination and cooperation of all organizational components of the College, including opportunities for student recruitment.
NIACC Core Principles: All employees are expected to adhere to all NIACC policies and procedures. NIACC administration, faculty, and staff value a positive working environment and an environment of mutual respect; therefore, all employees are to maintain a positive attitude and respect for others when working with all NIACC departments, employees, students, partners, and the public.
10/2022