Administrative Assistant, Div. of Health Care Technologies

Applicants must be authorized to work in the United States.

All employees are expected to maintain a permanent residence within the State of Utah as a condition of employment. New employees must provide a valid Utah residential address within 30 days of their start date.

Job Summary

Under minimal supervision, the Administrative Assistant provides moderately complex secretarial and general administrative support to the Associate Dean (AD). Assists with the day-to-day operations of the department, often involving confidential information.

Essential Duties & Responsibilities

Essential Duties & Responsibilities & Knowledge Skills & Abilities

• Perform routine clerical functions.
• Compile, produce, and edit quality finished memoranda and other business correspondence using Office 365.
• Schedule meetings and coordinate AD calendar.
• Schedule remote meetings using Zoom and/or other platforms.
• Make and reconcile travel arrangements, mileage requests, etc.
• Maintain files both electronically and hard copies.
• Distribute mail and ordering supplies.
• Screen calls and take messages, disseminate specific program information to students, employees, and others, answer questions, and make referrals when appropriate.
• Manage general operations of the office which includes working with confidential faculty and student information, coordinating activities with other departments, and outside contacts.
• Maintain Complio database for medical students in CNA, CMA, Pharm Tech programs.
• Assist with enrollment issues related to CNA and CMA students at the West Valley Center.
• Assist ESL overflow needs with the Spanish students in the West Valley medical programs.
• Help in assisting Spanish translation and phone calls from ESL students interested in SLTech programs.
• Disseminate general information to students, employees, and others.
• Explain department and college policies and procedures.
• Process and prepare fiscal and budgetary documents which may include departmental requisitions, purchase orders, inventories, personnel and employment records, payroll for hourly employees/adjunct faculty, and budget reconciliations.
• Track expenditures of related instructional programs.
• Track budgetary issues related to multiple program areas to utilize student fees, grant monies and E&G funding.
• Assist in program development activities including scheduling DACUMs, conducting labor market surveys, and tracking program changes.
• Assist with recruiting at community events after normal business hours and Saturdays when needed.
• Provide faculty support.
• Process teaching agreements and full-time faculty load sheets.
• Maintain files for program areas.
• Provide administrative support to Program Advisory Committees, including compiling minutes, scheduling rooms, arranging parking permits, food, etc.
• Recruit ECPAC members for multiple program areas.
• Other duties as assigned.
  
  

Knowledge Skills & Abilities

• Business English, math, accounting, writing, spelling, punctuation, and vocabulary skills.
• Demonstrated organizational skills and general office procedures and methods.
• Specific departmental and college policies, procedures, and operations.
• Basic office bookkeeping and budget accounts.
• Proficiency with Outlook email and calendar functions, Banner, SharePoint, Etrieve and SLCCBuy.
• Develop and format business letters and correspondences.
• Develop spreadsheets for gathering data and tracking expenses.
• Type 50 wpm.
• Take minutes and report business meetings accurately.
• Follow written and oral instructions effectively and accurately.
• Prioritize time and perform multiple tasks effectively.
• Research and analyze data.
• Demonstrated excellent communication and interpersonal skills and work ethic.
• Safeguard confidential information.
• Ability to communicate effectively with a broad range of people with a variety of abilities and backgrounds, to maintain good working relationships across the College.
• Ability to work with all groups from a variety of academic, socioeconomic, cultural, and ethnic backgrounds, and with community college students, faculty, and staff, including those with disabilities.
  
  

Minimum Qualifications

• Associate’s degree or two years post high school.
• One (1) to four (4) years of related full-time experience.
  
  

Trade off 1:1 in experience/education requirement.

SLCC Information

Salt Lake Community College is Utah’s largest open-access college in the state. We proudly educate 45,000 students pursuing degrees in 100 programs across 8 areas of study, and Utah’s fastest growing industries and four-year baccalaureate programs consistently welcome SLCC graduates. Every SLCC employee has a hand in transforming students’ lives to strengthen its surrounding communities. SLCC employees work at 8 locations across the valley and capital city of Salt Lake with easy access to the beautiful Wasatch Mountains, world-class outdoor recreation, sporting events, museums, history, and arts and entertainment.

Salt Lake Community College seeks and values contributions from each community member and welcomes new perspectives. A respectful work environment is its top priority; academic excellence and lasting transformation occurs when we can collaborate freely. As an emerging Hispanic Serving Institution, SLCC leads the state with the highest enrollment of students from the Latinx/a/o community. SLCC is committed to serving students and being a model for inclusive and transformative education.

Salt Lake Community College (SLCC) is fully committed to policies of equal employment and nondiscrimination. The College does not discriminate on the basis of race, color, national origin, age, sex, sexual orientation, gender identity, genetic information, disability, religion, protected veteran status, expression of political or personal beliefs outside of the workplace, or any other status protected under applicable federal, state, or local law.

SLCC is a participating employer with Utah Retirement Systems (“URS”). In addition to URS, SLCC offers several other retirement account options.

This position is subject to a successful completion of a criminal background check.