What are the responsibilities and job description for the Administrative Associate II, Healthcare Careers position at Frederick Community College?
Position Summary
Position Summary:
The Administrative Associate II, Healthcare Careers supports Continuing Education and Workforce Development (CEWD) students, faculty and staff by ensuring timely and accurate action to meet student, and faculty needs and college requirements through team-oriented support. Primarily supporting the programmatic areas of the Healthcare Careers program, the Administrative Associate II is cross trained to work as a contributing member on projects or tasks to support Academic Affairs and Continuing Education and Workforce Development objectives. This position will demonstrate the ability to use varying styles and approaches that reflect an understanding and acceptance of the role of culture in a diverse, multicultural workplace.
Essential Duties and Responsibilities:
The following are the functions essential to performing this job:
1. Provide administrative support to assigned program manager(s) and coordinator(s), including scheduling, telephone calls, basic correspondence and email communications. Correspondence may include letters, contracts, proposals, or other documents.
2. Provides extensive customer support to a diverse population of students, adjunct faculty, contract training clients, visitors, and administrators. Includes providing general information to students regarding CEWD Healthcare courses.
3. Serve as point of operational support for contract training courses. This includes, but is not limited to, processing contracts, setting up classes, maintaining class registrations, fielding calls from community partner staff, and invoicing.
4. Organize, order and coordinate use of required material, equipment or supplies for instruction.
5. Maintain appropriate faculty and student information, curriculum or other records using standard office practices and FCC procedures.
6. At the direction of the program manager, prepare, send, and route adjunct faculty hiring and documents to include letters of assignment.
7. Communicate class details such as titles, dates times, locations, web passwords, to students and instructors and FCC team members as well as class changes and cancellation decisions to all appropriate parties using standardized CEWD practices.
8. Prepare, distribute, and track completion of instructor packets including administrative instructions, rosters, grades and evaluations.
9. Prepare and track purchase orders, vouchers and other procurement tasks for assigned program areas using the PeopleSoft Financials system.
10. Submit contract invoice information to accounts receivable and monitor invoicing and payment data for accuracy.
11. Accurately enter data for class schedule into Lumens and/or PeopleSoft.
12. Utilize PeopleSoft campus solutions and/or Lumens to maintain and record student grades, verify student enrollment and other information as needed.
13. Utilize FCC databases (including PeopleSoft and Lumens) to run financial, enrollment and other data reports.
14. Serve on work groups, search committees and other FCC teams.
15. Serve as program liaison with other campus departments.
16. Communicates with external partners/credentialing agencies as needed.
17. Interpret and adhere to academic policies and procedures, administrative business processes, and FERPA regulations.
18. Perform other duties as assigned.
Required Minimum Qualifications
1. Associate Degree
2. Two (2) years administrative support and customer service experience
3. Experience in Windows based software to include MS Office Suite/Office 365
4. Ability to lift minimum of 25 lbs.
Desired Qualifications
1. Experience using PeopleSoft or other student information database
2. Five (5) years administrative support in a customer service role
3. Excellent oral and written communication skills
