Administrative Assistant II

JOB OBJECTIVES: This individual is responsible for assisting the Allied Health programs with coordinating, organizing and performing the day-to-day administrative duties related to teaching, research and functions for the College of Health Sciences’ Massage Therapy program, College of Business and Technology, and the General Education departments.. The administrative assistant serves as the liaison between faculty, students, staff, and the community. He/she will greet and assist all visitors and prospective students who come into contact with all programs involved and provide information regarding Allied Health Programs. He/she will provide support to courses offered by distance education.

SUPERVISION RECEIVED FROM: Dean of the College of Health Sciences

SUPERVISION GIVEN TO WHOM: N/A

STATUS: Nonexempt

ESSENTIAL JOB FUNCTIONS:

Job responsibilities for this position include, but are not limited to:

• Assist the Dean of the College of Health Sciences in any projects, tasks, or duties deemed, as needed
• Staff the College of Health Sciences - MT department front desk, as needed. This may include: answer phone calls from students/clients, scheduling appointments, assigning schedules for MT students in the clinic, helping others who approach the front desk, etc.
• Provide clerical support to the programs in the Colleges of Health Sciences and Business and Technology, and the General Education department.
• Serves as a support to Incoming to students, as needed
• Provide student referrals for those who encounter problems that may interfere with the student’s progress through their program
• Be familiar with each program’s goals, and observe each program’s policies and practices
• Maintain and record pertinent information such as it pertains to the admissions process, clinical affiliation documents/contracts and adjunct faculty contracts
• Convey general information to applicants, prospective students, current students and faculty
• Maintain and update schedules and contact information of students, department administration, faculty and staff in the data files accurately. Send mass communication emails or letters to students as deemed necessary
• Assist with arranging department Administration, faculty and staff travel
• Manage processes for purchasing and facilities requisitions for the Colleges of Health Sciences and Business and Technology, and the General Education department.
• Maintain Concur processes in regard to transactions involving the Colleges of Health Sciences and Business and Technology, and the General Education department.
• Assist Program Directors in any projects, tasks, or duties deemed necessary
• Complete all assigned duties daily, and all others in a timely manner
• Adhere to Departmental dress codes. Department regulations for appearance and dress take precedence over campus-wide dress codes

EDUCATION/EXPERIENCE:

• Associate’s degree and/or 2-5 years office experience required,
• Experience in an educational or healthcare setting preferred.
• General office experience including multi-line phones; type 40 wpm;
• Computer literacy, proficiency in Microsoft Office suite

JOB REQUIREMENTS:

• Ability to answer incoming phone calls and forward them to the appropriate person, take complete and accurate phone messages, internal mailing, prepare informational packets for mailing; Pleasant and positive telephone technique;
• Ability to work efficiently and be detail-oriented and organized, with minimum supervision
• Excellent attendance and punctuality;
• Patience with repetitive questions; constant friendly and helpful attitude.

PHYSICAL REQUIREMENTS:

• Visual acuity to use a keyboard and view a computer terminal. Requires good hand-eye coordination, arm, hand and finger dexterity, including ability to grasp.
• May require ordinary ambulatory skills sufficient to visit other locations; or the ability to stand and walk.
• Ability to occasionally lift, carry and/or move light to medium weight up to twelve (12) pounds and/or exert up to twelve (12) pounds of force. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.