Senior Administrative Assistant, Health Sciences

Compensation:

$19.65 per hour

Compensation Type:

Non-Exempt

Employment Type:

Regular

Grade:

NE08

Position Summary

This position is responsible for providing administrative support for programs in the School of Health Sciences.

MAJOR DUTIES

• Answers telephone and greets visitors; provides information and assistance; refers to appropriate personnel; takes messages and makes appointments, responds to department emails.

• Maintains program files and records.

• Coordinates and schedules computer labs, laptop carts, classroom and conference rooms.

• Submits spend authorizations and expense reports.

• Coordinates departmental travel; schedules airline flights, hotel reservations, ground transportation; conference registration; processes spend authorizations, submits travel expense reports upon return.

• Provides program assistance to students; compiles and verifies information for student records.

• Provides program support in the application and selection process.

• Provides student background checks.

• Assists in the maintenance of accreditation records and in the preparation of accreditation reports.

• Assists with monitoring program budgets and maintains related records.

• Makes preparations for Advisory Board, departmental, student orientation, and other meetings; attends meetings and records minutes.

• Assists in coordinating events including; catering, room reservations, decorations, printing, etc.

• Assists in coordinating and participating in recruiting and community events.

• Arranges computer accounts, keys, business cards, name tags and door plates for new faculty.

• Maintains office and program supply inventories, makes purchases as needed.

• Provides assistance to the Dean and School Operations Coordinator.

• Updates and maintains internal and external program web pages as well as social media updates.

• Performs related duties.   

                                                   

KNOWLEDGE REQUIRED BY THE POSITION

• Knowledge of modern office practices and procedures.

• Knowledge of college and program policies and procedures.

• Knowledge of computers and job-related software programs.

• Skill in prioritizing and organizing work.

• Skill in customer service and community relations

• Skill in oral and written communication.

SUPERVISORY CONTROLS

The Dean assigns work in terms of general instructions. Program Directors will assign tasks specific to the needs of the individual programs. The dean and program directors will review completed work for compliance with procedures, accuracy, and quality of the final results. The Dean is the supervisor for leave and timesheet approvals and performance appraisals with input from Directors.

GUIDELINES

Guidelines include college and department policies and procedures. These guidelines are generally clear and specific, but may require some interpretation in application.

COMPLEXITY/SCOPE OF WORK

• The work consists of related administrative duties.  Frequent interruptions contribute to the complexity of the position.

• The purpose of this position is to provide administrative support for the operations of multiple programs. Successful performance contributes to the efficiency and effectiveness of those operations.

CONTACTS

                                                                     

• Contacts are typically with co-workers, other college employees, students, vendors, and the general public.

• Contacts are typically to give or exchange information, resolve problems, and provide services.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing or stooping. The employee occasionally lifts light objects.

• The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None.

MINIMUM QUALIFICATIONS

• Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.

• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/ internship or having had a similar position for one to two years.

The following REQUIRED documents must be submitted with application in order to be considered. Upload all required documents under the Application Questions 2 section for "Additional Documents Required".

• Cover Letter (Required)

• Curriculum Vitae (CV) or Resume (Required)

• List of 3 Supervisor References. (Required)

• Letters of Recommendation (Optional)

EEO STATEMENT: San Juan College is dedicated to providing equal employment and educational opportunities without regard to race, color, religion, sex, national origin, disability, age, genetic, veteran's status, or on the basis of any other category protected under federal, state and local laws.