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SalaryApplications must be submitted by 12:01 a.m., March 04, 2024.
JOB SUMMARY, DESCRIPTION & QUALIFICATIONS:
Thank you for your interest in a career at Northcentral Technical College (NTC).
NTC offers outstanding career opportunities at our beautiful campus with state-of-the-art technology and a stimulating and diverse environment. Employees are offered an amazing Total Rewards package with competitive salaries, excellent benefits, and generous paid time off – including two paid closures for the winter holiday (Christmas – New Year) and summer (week of July 4th), for most full-time positions. NTC is “The College that Cares” and makes a difference in the lives of our employees and students. If you have the desire to help students while positively impacting the community, we’d love for you to join our team!
Starting Hourly Rate Based on Qualifications:
$20.43JOB SUMMARY, DESCRIPTION & QUALIFICATIONS:
Job Summary
The Administrative Assistant provides administrative support to the Dean and Associate Deans and other staff of the division, faculty, and students. This position is an ambassador of the division and will be an example of the NTC culture to internal and external stakeholders. The role requires constant collaboration with division staff and the rest of the College, to ensure seamless provision of services to students and faculty. The Administrative Assistant is expected to demonstrate a commitment to the College’s mission, core beliefs, and strategic direction.
Essential Functions and Responsibilities
The following duties are primarily performed and are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily and successfully with or without reasonable accommodation.
Administrative Support:
- Provide receptionist support to the entire Health Sciences and Community Services Division
- Provide administrative support and to faculty and students served by the Health Sciences and Community Services Division. Examples could include creating reports, spreadsheets, inputting data, calendaring, scheduling, document retrieval, research, assisting and answering students, faculty, and staff with their questions, or needs, etc.
- Schedule meetings, prepare agendas and materials, and take minutes, as needed and/or requested
- Assist with coordinating, promoting, setting-up, and managing special events, trainings, program orientations, etc.
- Coordinate Dean, Associate Dean calendars, Spend Authorizations, Expense Reports, and make travel arrangements, as requested
- Initiate and maintain office workflow and document management in accordance with NTC guidelines and expectations
- Serve as a communication link with leadership, faculty, and community partners
- Support smooth operation of classes and divisional work by working with all departments at NTC to provide assistance as needed/requested
- Maintain current knowledge of organization policies, software, and strategic vision of NTC
- Manage copier room organization, inventory, and office supply ordering for administration and programs, as needed
- Coordinate copier maintenance and repair and manage day-to-day copier maintenance
- Develop correspondence and reports as requested, database management, presentation preparation, spreadsheet development, conference/meeting coordination.
- Distribute mail to faculty, administration, and staff throughout the health building
- Schedule interviews, appointments, and meetings, as requested for all recruitment efforts for the Health Sciences and Community Services Division
- Schedule room reservations, not tied to a class
- Complete Spend Authorizations, Expense Reports, travel arrangements for faculty, as requested
- Work with NTC’s budget system to complete WorkDay budget requests, review budget reports, support faculty in WorkDay activities
- Maintain the kitchen area, ensuring refrigerator, microwaves, counters, and dishes are clean, dishwasher run, dishes put away.
- Create and Manage Job Aids for division processes
- Train Administrative Assistants across the division in assigned cross training activities
- Provide support and backup to other HS & CS areas and throughout College.
- Other duties as assigned
Student Recruitment:
- Collaborate with Health Learning Manager, Health Learning Coordinator, division administrative staff, NTC K12 team, Program Directors and program faculty to ensure K12 activities are prepared for K12 events
- Participate in K-12 events, College Exploration Days and other marketing events as directed
Health and Community Services Division Support:
- Cross train to provide back-up for Administrative Assistants within the Health Sciences and Community Services Division
- Cross train to provide back-up for Administrators, including the Learning Coordinator and Clinical Coordinator for the Health Sciences and Community Services Division, as assigned
Minimum Qualifications Required
In limited circumstances, NTC may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.
Education: Associate's Degree (or Equivalent)
- Additional, pertinent experience will be considered as an equivalent of two years’ post-secondary education
Experience: 2 to 3 years
Additional Experience Information:
- Proficiency in computer technologies including Word, Excel, Outlook, Adobe, and ability to type 45 wpm, required
- Proficiency in oral, written, and electronic communication skills, required
- Experience in healthcare setting, preferred
Knowledge, Skills and Ability
In order to perform the functions and responsibilities of the position (listed above) the following knowledge, skills, and abilities, including language skills, reasoning and mathematical abilities are essential.
Language Skills:
Ability to read, write and comprehend instructions, reports and emails; speak and may present information to groups.
Math Skills:
Ability to accurately add, subtract, multiply, and divide in all units of measure; compute rate, ratio, and percent.
Reasoning Ability:
Ability to critically think and solve problems involving a variety of concrete variables with limited standardization; interpret written, oral and diagrammed instructions.
Technical Skills:
Ability to manage and track document changes; create, modify and format templates and files; ability to use multiple computer screens and multitask in several computer applications.
Customer Service Skills:
Ability to actively listen, discern key information, and respond professionally; ask follow up or clarifying questions to diffuse escalated situations and offer appropriate problem resolution when necessary.
Physical Demands
Carrying/Lifting 10-25 lbs: High
Carrying/Lifting 25-50 lbs: High
Carrying/Lifting >50 lbs: Medium
Standing/Walking/Climbing: High
Squatting/Crouching/Kneeling/Bending: Medium
Repetitive Hand/Foot Movement: Low
Pushing/Pulling/Reaching Above Shoulder: Medium
Sitting: Medium
Work Environment
Indoor/Office Work Environment: High
Outdoor Weather Conditions: Low
Irritated or Agitated Individuals: Low
Hostile or Violent Individuals: Low
Hazardous Fumes/Odor/Toxic Chemicals: Low
Work-related Travel: Low
Smell Requirement: Low
Smell Requirement: N/A
Specific Vision: High
Hearing: High
Taste: N/A
