Administrative Assistant for
Nursing and Allied Health Department

Job Description

Required: High School diploma or GED certificate with one (1) to three (3) years of professional experience directly related to the standard duties with experience providing direct customer service to students and/or office support.
Equivalency: Completion of a post-secondary degree or certificate may substitute for years of experience. Any combination of education, training, and/or experience as approved by Human Resources.
FLSA Status: Non-Exempt
Level: seven (7)
Salary: $18.18 - $20.46 per hour DOE
Background:
Located in Carlsbad, New Mexico, Southeast New Mexico College (SENMC) is a newly independent public community college accredited by the Higher Learning Commission. A proud Hispanic Serving Institution, it awards certificates and associate degrees that serve the needs of its region and prepare students to transfer to programs at other colleges or universities. SENMC offers Early College and Dual Credit programs in collaboration with local high schools.
Southeast New Mexico College enjoys the strong support of its community, and has been awarded several grants, which include $11.7 million from the U.S. Department of Energy and several multimillion-dollar grants from the U.S. Department of Education for student support.
The college’s diverse employee pool includes 38 full time faculty, 69 adjunct faculty, and 102 staff members. SENMC offers a generous benefits package which includes medical, dental, retirement, and college tuition reimbursement. More information on SENMC can be obtained from its website at https://senmc.edu.
Purpose and Scope:
This position provides clerical and administrative support to the departments. This position also provides support to the SENMC students and staff in the Nursing and Allied Health programs.
Duties and Responsibilities:
In conjunction with the Director of the Nursing Program and the Department Chair of the Allied Health Programs, the Administrative Assistant will have the following responsibilities:
• Answers telephone and greets visitors giving general information in response to inquiries about the nursing and allied health programs.
• Assists in coordinating the admission process for the nursing and allied health programs, enters criteria onto student-tracking spread sheets.
• Creates documents using Microsoft Office Suite. Responsible for data entry and management of required program documents.
• Maintains routine clerical records, department meeting minutes, logs, assessment data, and compiles routine reports related to college and program accreditation.
• Helps coordinate, verifies, and maintains faculty, staff, and student records.
• Works with students and staff to maintain compliance with required documents e.g., background checks, drug screens, immunizations, etc.
• Provides information to clinical agencies; maintains clinical site paperwork; helps keep track of affiliation agreement expiration dates.
• Collaborates with the testing center to coordinate the HESI A2 exams, Prometric Testing, and other allied health assessments; including proctoring as needed.
• Performs clerical duties such as answering phones, filing, photocopying, minute taking, faxing, and maintaining records for the department.
• Runs office errands. Must possess a valid driver’s license.
• Operates office equipment such as copiers, calculators, personal computers, shredders, or other equipment found in work unit.
• Assists with lab supply organization and ordering.
• Performs miscellaneous job-related duties as assigned.
Knowledge, Skills, and Abilities:
• Ability to effectively communicate.
• Skill in organizing resources and establishing priorities.
• Ability to use independent judgment and maintain confidentiality on sensitive, confidential issues.
• Knowledge of administrative and clerical procedures.
• Knowledge of office telephone etiquette.
• Skill in reading, spelling, and simple arithmetic.
• Skill in basic filing and recordkeeping.
• Skill in the operation of a variety of office machines including, personal computers, telephones, and copiers.
• Excellent communications, writing, and time management skills.
• Knowledge of Microsoft Office Suites applications.
• Strong organizational and problem-solving skills.
• Excellent customer service skills.
• Ability to work under pressure with strict deadlines.
• Ability to work independently with minimal supervision.

Work Environment and Physical Factors:

• Exerting up to twenty pounds of force occasionally, and/or up to ten pounds of force
frequently, and/or a negligible amount of force constantly to move objects. The worker sits most of the time.
• The worker is required to have close visual acuity to perform an activity such as:
• preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading and visual inspection.
• Stoop, bend, kneel, crouch, or crawl.
• Use of video display terminal.
• Use of manual dexterity and fine motor skills.
• Communicate information orally and in writing.
• Receive and understand information through oral and written communication.
• Proofread and check documents for accuracy.
• Ability to work a flexible schedule to meet faculty and student needs.
Performing the essential functions of this position requires the use of a computer throughout most of the workday, the ability to navigate a typical office environment, significant amounts of interpersonal interaction including oral and written communication, and the ability to keep track of multiple tasks, projects, deadlines, information sources and business processes. This job description is intended to be generic in nature and describe the essential functions of the job. It is not an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities, and overtime eligibility may vary based on the specific tasks assigned to the position.

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