Job Summary

Under limited supervision, provides administrative support to the Administrative Director of the Center for Health & Counseling (CHC), including general secretarial assistance to other CHC staff members.

Position manages financial aspects of departmental operations, budgets, requisitions, reallocations, and reconciliations.

Act as a purchasing agent for the department within Salt Lake Community College (SLCC) guidelines, overseeing the purchasing system, generating purchase orders, processing payables, and maintaining inventory of all assistive technology, equipment, furniture, and office supplies.

Coordinates all travel related expenses and approves expenditures and payroll. Hire, train, supervise, and conduct performance evaluations for front desk full-time and part-time support staff across three SLCC campuses, as well as work-study staff for the Jordan campus.

Periodically conducts customer service training for all support and service staff at the CHC. Manage and maintain the confidential student / patient database through Medicat software, including creating user reports, annual reports, updating tables, queries, and programming new functions.

Trouble shoots problems / errors with database. Maintains CHC web page and responds to CHC web page inquiries. Organize, maintain, and take minute meetings for CHC department.

Provides administrative support to CHC team. Essential Responsibilities and Duties

• Provide administrative, secretarial, and supervise support and office management to the Administrative Director of the Center for Health and Counseling.
• Maintain and continuously improve the management of all office records, filing systems, working materials and daily incoming and outgoing work.

Work involves fiscal reports, budget management and back-up web page maintenance.

• Supervise, train, and manage front desk admin support staff.
• Track, report, collect, and prepare data for monthly and annual assessment reports.
• Make all travel arrangements for Administrative Director for in and out of state travel including coordinating reimbursements.
• Schedule meetings and appointments for Administrative Director.
• Work within a college structure and coordinate with other administrative offices.
• Manage general secretarial affairs of the department which include supervision and delegation of full time and part time staff.
• Work with highly confidential information.
• Analyze and implement new procedures and office systems.
• Coordinate interoffice and interdepartmental communications.
• Maintain frequent department wide, college wide, and community contacts.
• Process fiscal and budgeting documents which include department requisitions, accounts payable / receivable, accounts materials, supply orders, inventories, personnel and employment records, travel vouchers, expense reimbursements, monthly and annual expenses and budget reconciliations.
• Handle receipting and depositing of revenues for all areas of the department.
• Maintain files, perform research, and analysis functions.
• Maintain invoices, purchasing card information, and other financial files, including coordinating monthly financial purchasing card statements, allocations, and reimbursements.
• Perform clerical functions to compile, write, and edit quality-finished documents, compose business correspondence, and reports.
• Manage general affairs of office and clinic which may include initiating work orders for building maintenance, custodial requests, telephone maintenance of computer office equipment, etc.
• Participate actively in weekly staff meetings.
• Other duties as assigned.

Essential Responsibilities and Duties Continued Minimum Qualifications

• Two (2) years post high school education.
• Two (2) years full-time, paid, related work experience.

Trade off 2 : 1 in experience / education requirement.

Part time experience may be considered on a prorated basis. Preferred Qualifications

• Experience working in a college setting.
• Experience in a medical clinic.
• Experience with patient management and electronic medical record systems.
• Experience with Banner or bookkeeping preferred.

Knowledge, Skills & Abilities

• Strong computer skills; proficient in Microsoft Office Professional Suite, social media platforms and other office software.
• Accurate keyboarding, composing, and proofreading business correspondence required.
• Strong business English, including effective writing, spelling, vocabulary, and punctuation.
• Working knowledge of accounts payable, accounts receivable, and reconciliation of budgets according to proper procedures.
• General office procedures and methods, which may include calendaring, scheduling meetings, taking minutes, travel arrangements, etc.
• Knowledge of procedures in medical clinic and patient health care systems. Coordinate HIPAA testing for staff members.
• Prioritize and complete duties with minimal supervision.
• Follow written and oral instructions and directions effectively.
• Research and analyze information.
• Supervise and coordinate activities with others.
• Work with and safeguard highly confidential information.
• Work independently on a multi-task level.
• Compose, write, and edit high quality correspondence, documents, and reports.
• Ability to understand and follow department, division, and college policies and procedures.
• Be flexible, highly organized, and innovative.
• Work well under pressure.
• Relate to and communicate well with a diverse staff and student population.
• Regular attendance and punctuality are expected.
• Ability to communicate effectively with a broad range of diverse people, ability, culture, and ethnic background, to maintain good working relationships across the College.
• Ability to work with all groups in a diverse academic, socioeconomic, cultural, and ethnic background of community college students, faculty, and staff, including those with disabilities.

Non-Essential Responsibilities and Duties Attend meetings for director and serve on college committees as assigned.

Last updated : 2024-05-09