Administrative Associate

RESPONSIBILITIES:

• Provides confidential secretarial and administrative support for the ASN-RN program, to include managing schedule/calendar, screening and handling telephone communications for the campus, greeting and directing visitors, and dealing with student challenges and inquiries as appropriate. Includes maintaining departmental files, student files, and other appropriate records; performing general clerical duties including organizing, filing, shredding and photocopying documents and files, etc.; composing written correspondence and materials; create and update all departmental forms; prepare minutes, reports, statistical data, and other materials pertaining to Health Sciences programs; initiate, process and track departmental forms such as admission documents, purchase orders, personnel credentialing documents, clinical site contracts; schedule and organize required student drug testing to include processing required paperwork; schedule appointments, meetings, send out meeting notices; manage distribution of all incoming and outgoing mail; screen and respond as necessary; assemble attachments and corresponding material; review outgoing material for completeness, dates, and signatures. Prepare documents as requested by faculty, Director, and Dean of Health Sciences. Communicate with Advisory Committee members, record minutes for meetings, contact business & industry for career and health fairs and assists in coordinating these events, track inventory & equipment, order supplies.
• Will be customer driven and student oriented in all communications with stakeholders. Assist the public/customers. Greet visitors, student, and/or employees and respond to inquiries, requests for information, and provide needed assistance. Assist with the registration of new students. Coordinate informational meetings for all applicants to campus health sciences programs. Schedule and assist with orientation of all health science students. Assist with graduation pinning ceremonies.
• Advises students for RN, PN, MA, PCT, CNA, Vet Tech, and Pharmacy Tech programs. Includes reviewing test scores and completion of pre-req courses; advises next steps for students that are unable to achieve the required scores, or alternative pathways based on test scores; audits transcripts to determine if credit is transferable for all divisional programs and for any advanced standing needs to be reviewed by Dean HSN, Assistant Director of Nursing, or Director of ASN.
• Manages applications and ranking spread sheet for all ASN Applications.
• Ensures effective telephone and mail communications both internally and externally to maintain professional image.
• Manages all Clinical Affiliation Contracts, including New Contracts, Renewals, Expired, etc.
• Maintains DropOut Detective Faculty Database for their campus faculty.
• Coordinates with IT, Facilities, and Purchasing departments on all office equipment.
• Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office.
• Composes and prepares written documentation and correspondence for the respective boards; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate.
• Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the Health Sciences and Nursing program.
• Coordinates with external vendors and professional services provided to the program which include, but are not limited to, ATI, NCLEX Review, Hurst Review, SIM Lab, etc.
• Checks in deliveries from UPS, FedEx, etc. and ensures that items ordered have been received. Sends required documentation to purchasing upon delivery. Maintains a filing system for purchase requisitions.
• Provides support to faculty when needed. This may include assistance in completing purchase requisitions or sending requested information to other departments internally and externally.
• Maintains necessary files and communicates with vendors for all student support programs eg. TracPrac, MCG, ATI, etc. and maintains appropriate databases for such information.
• Assists Student Services department with commencement activities.
• Manages a caseload of students by providing academic coaching and advisement.
• Coaches students towards the development of an educational plan including choosing a program of study and/or clarifying educational goals.
• Coaches students towards the development of student success plan, which includes selection of a program of study, clarification of educational goal, and a study plan.
• Makes appropriate referrals to student perceived as at-risk, acts as an advocate as appropriate.
• Attend recruiting events such as community and high school career fairs as needed.
• Conducts campus tours for visitors, schools, and community.
• Maintains up-to-date knowledge about the College’s programs and requirements; consults with contacts and various transfer institutions regarding course and program transferability, admission and graduation requirements.
• Performs other duties as assigned

KNOWLEDGE, SKILLS, & ABILITIES:

To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1.Skills/Abilities: Application and intermediate knowledge of office practices and procedures. Ability to maintain a high level of accuracy in preparing and entering information. Intermediate computer skills to include spreadsheet and word processing programs, and e-mail at a highly proficient level. Have stress management skills and time management skills. Effective phone etiquette skills. Must be able to communicate effectively in both written and verbal form. Must maintain confidentiality of work-related information and materials. Must establish and maintain effective working relationships. Excellent customer service skills. Have analytical and problem-solving skills. Decision making skills. Should have knowledge of document-imaging technology.
2.Equipment Used: Personal Computer and other equipment associated with a general office environment (copier, telephone, fax, etc.)
3.Software Used: A variety of word-processing, spreadsheet, database, e-mail, and presentation software.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this Job, the employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee will occasionally lift and/or move up to 10 pounds.

INTERPERSONAL SKILLS: Alternative or combined skills in understanding, counseling, and/or influencing people are important in achieving job objectives, causing action, understanding others, or changing behavior; and, skills of persuasiveness or assertiveness, as well as sensitivity to the point of view of others.

WORKING CONDITIONS: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The incumbent will be located in a busy, open area office and is faced with constant interruptions and must meet with others on a regular basis. The incumbent must spend long hours in intense concentration. The incumbent must also spend long hours on the computer entering financial information which requires attention to detail and high levels of accuracy. There are a number of deadlines associated with this position, which may cause significant stress. The incumbent must also deal with a wide variety of people on various issues.