What are the responsibilities and job description for the Administrative Assistant to the Dean, Health, Human and Public Services position at Clark State College?
Description
This position is responsible to the academic dean who makes assignments and reviews work for accuracy and timeliness of accomplishment. The position is responsible for performing administrative support duties for the dean and the School of Health, Human, and Public Services in an orderly, efficient and professional manner.
RELATIONSHIPS AND CUSTOMERS
ESSENTIAL DUTIES AND RESPONSIBILITIES
1.
Welcomes and provides information to the public and College community
2.
Performs various office duties such as composing and preparing appropriate school correspondence and reports, creating and maintaining files and correspondence to students, ordering office and instructional supplies, and maintaining school files.
3.
Develops and maintains adjunct data and provides appropriate support for adjunct faculty.
4.
Assists with updating and maintaining school program curriculum and syllabi, school components of the catalog, curriculum sheets, and advising sheets.
5.
Processes and tracks school activities related to the business and financial side of operations.
6.
Assists administrative support position with entering and maintaining semester class schedules and room utilization information.
7.
Assists in coordinating communication within the school.
8.
Assists with program and college accreditation.
9.
Generates requests for services each semester.
10.
Prepares, generates, and tracks all clinical agency affiliation agreements.
11.
Assists with acceptance process for the DMS, LPN, and RN programs, including generating and maintaining waiting and acceptance lists, generating student correspondence, and maintaining appropriate records and files.
12.
Maintains faculty evaluation database.
13.
All other duties assigned by supervisor.
EDUCATION and/or EXPERIENCE
- High school graduate or GED equivalent plus some college-level office administration coursework; associate’s degree in relevant field preferred
- Minimum of 3-5 years office administration experience with progressively increasing office management responsibilities, or equivalent combination of education and experience
SKILLS AND ABILITIES
- Proven ability to multi-task within a busy office environment with numerous interruptions; demonstrated ability to accommodate demanding workload with diverse areas of involvement
- Demonstrated high level of organizational skills to effectively prioritize multiple projects on a daily basis
- Proven ability in keyboarding skills; demonstrated ability in Microsoft Office Suite; familiarity with educational administration software, including Datatel's Colleague system a plus
- Must possess a high degree of initiative, self-direction, and personal integrity required for work involving necessary access to personal and confidential information
- Ability to become familiar with all academic and College office functions and College policies and procedures
- Must possess excellent human relation skills to include sound judgment and negotiation skills
- Must possess excellent oral and written communication skills
- Strong customer service orientation; ability to work with a diverse group of individuals
LANGUAGE SKILLS
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
REASONING ABILITY
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
PHYSICAL DEMANDS
While performing the duties of this job, the employee is regularly required to sit; use hands to touch, handle, or feel; reach with hands and arms, and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.
WORK ENVIRONMENT
The work is performed in an office-like environment with a moderate amount of noise and many interruptions.
