Administrative Assistant, Health Sciences

The Administrative Assistant, Health Sciences will be a member of a diverse team that will assume
responsibility for coordinating all administrative duties for the division as well as providing administrativesupport and services for the division Dean.

Minimum Qualifications

• High School diploma and 5 years administrative support/related experience or Associate degree with two years administrative support/related experience. Degrees and hours must be from a college accredited by a United States Department of Education accepted accrediting agency such as SACSCOC.
• Computer skills that include a mastery of Microsoft Office Suite.
• Ability to work comfortably with electronic files and data.

Preferred Qualifications

• Experience working in an educational setting.
• Experience with a student information system such as Colleague.

Essential Duties

• Maintain overall knowledge of Health Sciences division, programs, roles of staff and faculty.
• Greet courteously all visitors to the divisional offices, and provide directions and assistance to visitors, faculty and students as needed. Manage coverage of divisional office and resources needed.
• Handle correspondence of division Dean and oversee office operations when Dean is out.
• Coordinate administrative operations of the Health sciences division.
• Maintain divisional calendar and track inclement weather days, communicating special workdays, meetings, and appointments to division.
• Collect, update, and distribute divisional reports and informational resources.
• Organize and maintain files for divisional records.
• Manage requests for information pertaining to the division and college.
• Provide reports required by the College of the Health sciences division.
• Coordinate with staff assistants of each divisional department to collect information and data necessary for divisional reporting.
• Coordinate divisional purchase requisitions; requests for equipment, supplies, equipment repair, field trips, travel, vehicles, equipment transfers and disposals.
• Assume responsibility for distribution, collection and tabulation of quarterly reports, including, but not limited to attendance reports, class rolls, and divisional class schedules.
• Review, up-date, and coordinate class schedules as needed.
• Provide administrative assistance to the division Dean as requested.
• Assist in collection and retaining of academic materials as requested, such as course syllabi /outlines.

Provide copies to update Vice President of Student Academic Success files.

• Perform routine and divisional administrative duties including minutes of division meetings, sending out divisional memos and notices.
• Provide information pertaining to the division, including instructors, classes, special events, office hours, schedule changes, and class schedules.
• Process electronic entry of attendance sheets from beginning to end.
• Work with Auditor and faculty to complete attendance reports at end of each semester.
• Coordinate inventory of divisional equipment and office supplies.
• Manage the scheduling of interviews and meetings.
• Coordinate divisional registration events. Register and refer students as appropriate.
• Coordinate with staff assistants to plan and prepare for divisional events.
• Manage and supervise divisional work-study student.
• Maintain personnel files and credentials for all full-time faculty and coordinate processing and onboarding new-hires.
• Maintain current file of course descriptions for all divisional offerings.
• Assume other administrative duties as assigned by divisional Dean.
• Serve on campus committees as assigned.
• Collaborate with Records office to gather and report student transcripts at end of each semester.
• Coordinate with Strategic Innovation/Evaluation department to complete ICR report each semester.
• Compile semester data for FTE report to the Dean of Health sciences.
• Coordinate program reporting of Academic Review at end of each semester. Prepare and deliver report to Vice-President of Student Academic Success, Financial Aid office, and divisional Retention Manager.Plan, implement, and oversee programming and events relevant to student trends and needs.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The employee will need to regularly operate and use computers, phones and other electronic equipment
• The employee will frequently communicate and must be able to exchange accurate information with others
• The employee may need to move around their office and/or campus to attend meetings/ classes and to access files, machinery or other job-related tools
• The employee may need to lift and/or move equipment, tools or paperwork up to 25 pounds
• The employee may need to position themselves by reaching, stooping, kneeling or crouching in order to adjust or collect equipment and/or supplies
• Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus

Posting Detail Information

Essential Duties

• Maintain overall knowledge of Health Sciences division, programs, roles of staff and faculty.
• Greet courteously all visitors to the divisional offices, and provide directions and assistance to visitors, faculty and students as needed. Manage coverage of divisional office and resources needed.
• Handle correspondence of division Dean and oversee office operations when Dean is out.
• Coordinate administrative operations of the Health sciences division.
• Maintain divisional calendar and track inclement weather days, communicating special workdays, meetings, and appointments to division.
• Collect, update, and distribute divisional reports and informational resources.
• Organize and maintain files for divisional records.
• Manage requests for information pertaining to the division and college.
• Provide reports required by the College of the Health sciences division.
• Coordinate with staff assistants of each divisional department to collect information and data necessary for divisional reporting.
• Coordinate divisional purchase requisitions; requests for equipment, supplies, equipment repair, field trips, travel, vehicles, equipment transfers and disposals.
• Assume responsibility for distribution, collection and tabulation of quarterly reports, including, but not limited to attendance reports, class rolls, and divisional class schedules.
• Review, up-date, and coordinate class schedules as needed.
• Provide administrative assistance to the division Dean as requested.
• Assist in collection and retaining of academic materials as requested, such as course syllabi /outlines

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The employee will need to regularly operate and use computers, phones and other electronic equipment
• The employee will frequently communicate and must be able to exchange accurate information with others
• The employee may need to move around their office and/or campus to attend meetings/ classes and to access files, machinery or other job-related tools
• The employee may need to lift and/or move equipment, tools or paperwork up to 25 pounds
• The employee may need to position themselves by reaching, stooping, kneeling or crouching in order to adjust or collect equipment and/or supplies
• Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focu