Administrative Assistant to Accredited Programs

Job Description

Job Description

Administrative Assistant to Accredited Programs
Department : Nursing, Social Work, Teacher Education
Employment Type: Full-Time, 10 Months
Hourly Rate: $13.00-15.00 
Reports to : Primary-Director of Nursing
Secondary: Director of Teacher Education
Secondary: Director of Social Work

Who We Are
Ferrum College is committed to providing a supportive, collaborative, and student-focused environment where faculty, staff, and students can thrive. Our academic departments work together to provide high-quality educational experiences and support the College's mission and values.
The Nursing, Teacher Education, and Social Work programs are seeking an organized, dependable, and service-oriented Administrative Assistant to provide essential administrative and operational support across all three academic programs.
This is a full-time, 10-month staff position shared among the three programs, with responsibilities allocated approximately as follows:

• Nursing: 16 hours per week
• Teacher Education: 16 hours per week
• Social Work: 8 hours per week

The position plays an important role in supporting departmental operations, faculty, students, program activities, accreditation requirements, and day-to-day administrative functions.
What We're Looking For
Ferrum College is seeking a highly organized and professional Administrative Assistant who can effectively manage multiple priorities while providing excellent service to faculty, staff, students, and external partners.
The successful candidate will exercise discretion and independent judgment, demonstrate strong verbal and written communication skills, and consistently follow through on assignments. The position requires someone who can work independently with minimal supervision while also collaborating effectively across multiple academic programs.
The Administrative Assistant must possess proficient computer skills, strong organizational abilities, attention to detail, and a demonstrated commitment to maintaining confidentiality when handling student, departmental, financial, accreditation, and program-related information.

Key Responsibilities

Administrative & Office Support

• Provide general administrative and operational support to the Directors of Nursing and Social Work and the Program Coordinator of Teacher Education.
• Provide day-to-day administrative assistance to support the efficient operation of all three academic programs.
• Answer and transfer telephone calls effectively, take accurate messages, and respond to routine questions and concerns.
• Greet visitors and provide information regarding College procedures and departmental activities.
• Respond professionally and promptly to telephone and email inquiries.
• Draft correspondence, memos , reports, forms, schedules, agendas, and other departmental documents.
• Prepare meeting agendas and minutes and maintain accurate departmental records.
• Sort and distribute mail and faxes in a timely manner.
• Perform data entry, copying, scanning, and other administrative duties as needed.
• Operate standard office equipment effectively and participate in applicable training and in-service activities.

Calendar & Scheduling

• Coordinate and maintain calendars for departmental personnel.
• Schedule appointments, examinations, meetings, and other activities.
• Maintain accurate appointment and examination information.
• Promptly communicate scheduling changes to appropriate faculty and staff.
• Assist with coordinating departmental meetings, advisory committees, program events, ceremonies, and special activities.

Records & Documentation

• Maintain, organize, retrieve, and securely handle student, departmental, accreditation, and program-related records.
• Assist with maintaining student files and clinical agreements.
• Assist with the coordination and maintenance of student placement, field experience, clinical, and certification-related records as applicable to each program.
• Prepare and maintain accreditation materials and supporting documentation.
• Ensure records and documentation are accurate, complete, organized, and maintained according to established procedures and timelines.
• Maintain confidentiality of sensitive student, financial, departmental, and program information.

Financial & Purchasing Support

• Monitor and track departmental budgets.
• Prepare purchase requisitions.
• Process invoices and check requests.
• Run monthly financial reports to assist with balancing departmental budgets.
• Coordinate travel reimbursements.
• Order office supplies and maintain appropriate inventory levels.
• Maintain accurate and confidential financial documentation.

Customer Service

• Provide high-quality service and courtesy to students, faculty, staff, visitors, and external partners.
• Respond positively and professionally to customer needs and requests.
• Identify and resolve customer service concerns with flexibility and promptness.
• Maintain a professional appearance, demeanor, etiquette, and respect for privacy.
• Promote a positive public image of Ferrum College and the departments served.
• Demonstrate a student-first approach in all interactions.

Teamwork & Collaboration

• Work collaboratively with faculty, staff, students, College departments, and external partners.
• Promote departmental efficiency and continuous improvement.
• Maintain dependable, punctual, and flexible work habits.
• Manage assigned workload independently while assisting team members when needed.
• Share knowledge and information with colleagues.
• Build and maintain positive working relationships.
• Participate in committees and special projects as assigned.
• Adapt to changing workloads and priorities to help meet departmental needs.
• Promote Ferrum College's mission and values.

Quality & Professional Performance

• Demonstrate good judgment by gathering appropriate information, evaluating options, and identifying possible solutions.
• Perform responsibilities in an organized and efficient manner.
• Prioritize multiple assignments and distinguish between urgent, priority, and routine tasks.
• Follow through on assignments and consistently produce complete, accurate, professional, and timely work.
• Follow established College policies, procedures, and departmental practices.
• Identify opportunities for process improvement and make appropriate recommendations.
• Use feedback effectively to improve performance and departmental operations.
• Maintain current knowledge of policies, procedures, systems, and issues affecting assigned responsibilities.

Continuous Learning & Development

• Maintain current knowledge and competency related to assigned responsibilities.
• Participate in required training, in-services, and professional development activities.
• Maintain proficiency in Microsoft Office and department-specific software.
• Stay current with changes to College policies, procedures, and departmental requirements.
• Complete required education, training, competencies, and continuing education.
• Share new knowledge and skills with other staff when appropriate.
• Perform special projects and other duties as assigned.

Who You Are
You are a dependable, organized, and professional administrative professional who enjoys supporting others and keeping complex office operations running smoothly.
You are comfortable balancing competing priorities across multiple departments and can work independently while knowing when to communicate with supervisors or colleagues. You have strong attention to detail, excellent follow-through, and the ability to handle confidential information appropriately.
You demonstrate a positive and collaborative attitude and are committed to providing excellent service to students, faculty, staff, and visitors. You are comfortable working in a fast-paced, student-first environment and are willing to assist wherever needed to help the departments accomplish their goals.
You are also comfortable learning new software, procedures, and responsibilities and are committed to continuous professional development.

Minimum Qualifications

• High school diploma or GED.
• Two to four years of related administrative experience , preferably supporting senior-level management in an academic or higher education environment.
• Proficiency in Microsoft Office, including Excel, Word, and PowerPoint .
• Strong mathematical and organizational skills.
• Effective verbal, written, and interpersonal communication skills.
• Ability to manage multiple priorities and projects with limited supervision.
• Ability to exercise discretion and maintain confidentiality.
• Ability to organize, prioritize, and complete assignments accurately and within established deadlines.
• Ability to establish and maintain effective working relationships with faculty, staff, students, administrators, and external partners.
• Ability to adapt to changing workloads and departmental priorities.

Preferred Qualifications

• Bachelor's degree (BA, BS, or equivalent) preferred.
• Experience working in a higher education or academic environment.
• Experience supporting multiple departments, programs, or senior-level administrators.
• Experience with budget monitoring, purchasing, financial reporting, or administrative records.
• Experience working with accreditation, clinical placement, field experience, or student program records.

Supervision & Independence
This position is primarily an independent administrative role. The Administrative Assistant may provide guidance to others regarding office procedures, scheduling, and related processes.
The position may assist with project-related coordination and provide procedural guidance to faculty, staff, students, or other individuals as appropriate. The position is expected to manage assigned responsibilities with limited supervision while communicating appropriately with the Directors of Nursing and Social Work, Program Coordinator of Teacher Education, and other College personnel.

What We Offer
At Ferrum College, you'll have the opportunity to contribute directly to the success of students and academic programs while working closely with faculty and staff across three important areas of the College.
We offer:

• Full-time, 10-month employment.
• Comprehensive benefits package in accordance with College policies.
• A collaborative and supportive campus environment.
• Opportunities for professional development and continuing education.
• The opportunity to work directly with faculty, staff, and students.
• A diverse range of administrative responsibilities and special projects.
• The opportunity to contribute to the success of Nursing, Teacher Education, and Social Work programs.
• An environment that values teamwork, professionalism, service, and student success.

Ready to Join Our Team?
Interested applicants should submit:

• Letter of Interest
• Resume
• Completed Employment Application

Applications will be accepted in accordance with Ferrum College's hiring procedures.
Employment is contingent upon the successful completion of