Administrative Assistant

Job Title: Administrative Assistant - Health Education Department

About the Role:
The Administrative Assistant provides support services for full-time and part-time faculty, staff, and the dean in the division area. They are responsible for managing schedules, handling correspondence, organizing files, and maintaining records. Key skills include strong communication abilities, proficiency in office software, multitasking, and problem-solving.

Main Responsibilities:

• Manage 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;
• 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;
• 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;
• Serve on college committees as directed by the supervisor;
• Perform other professional or job-related duties as assigned.

Requirements:
Education/Skills:
Required: Associate degree in Office Administration or a closely related field from a regionally accredited institution. 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.

Work Environment: The work 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. 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.