Administrative Assistant II - VN Program

Administrative Assistant II

The Allied Health Department is recruiting for one full time Administrative Assistant II to work at the Hallettsville Center. This position is responsible for providing secretarial, receptionist, and administrative assistance to the Vocational Nursing Program and will perform a broad range of office and secretarial duties, within general guidelines, and with limited supervision and direction. The position requires knowledge of most aspects of personnel and student functions as well as performing complex assignments for a department, program, and/or division.

This position is benefits eligible. For more information on Victoria College's excellent benefits package, click the benefits tab.

About Our Institution

Victoria College (VC) is a vital public community college located in Victoria, Texas and has been a respected community partner in the Crossroads region since 1925 and continues to offer quality, affordable educational opportunities to help our students achieve their dreams. VC offers a variety of high-quality associate's degrees and transfer programs, preparing students for success in their chosen fields. The college fosters a close-knit community, serving approximately 7,100 students across diverse backgrounds and learning styles, including full-time, part-time, online, veterans, and adult learners. VC features five academic divisions:

1. Academic Support & Student Success
2. Allied Health
3. Career & Technical Education
4. Arts, Humanities, & Social Sciences
5. Science, Mathematics, Engineering, & Physical Education

Additionally, VC offers various programs through the Academy of Lifelong Learning, catering to the educational needs of the community.

Duties & Responsibilities

1. Provide prospective students with information regarding the vocational nursing program application process, other Victoria College courses, student services, and local community resources, and/or refer inquiries to appropriate departmental personnel.
2. Correspond with applicants who had acceptable scores on the nursing entrance test and counsel applicants who did not obtain acceptable scores on the nursing entrance test. Inform them of available resources and encourage them to retake the test if needed.
3. Assist students and applicants with the admission process (Hepatitis B series, immunization records, CBC, and transcripts)
4. Accept VN applications for each program year/start.
5. Submit the VN applicants' information to the Board of Nursing for a criminal background check.
6. Organize and maintain incoming students' admission files by obtaining records such as entrance test scores, intention response forms, CPR certifications, medical examination forms, drug screen results, etc.
7. Assist in compiling and filing information packets for New Student Orientation each program year/start.
8. Assist students with forms for WIOA, Child Care Assistance, grants, loans, and internal and external scholarships.
9. Assist with student management, such as computer testing and proctoring of exams for students with disabilities or make-up exams. Troubleshoot and assist with student activities in the computer lab.
10. Review current students' completed courses (e.g., BIOL and PSYC) and register students via Banner each semester.
11. Assist students in preparing applications for nurse aide, medication aide, vocational nursing licensure, and the NCLEX-PN exam.
12. Maintain current student files daily by monitoring requirements (on the web-based data collection system) for clinical compliance.
13. Maintain VN graduate records as required by the Board of Nursing (Rule 214.12)
14. Maintain a Data Sheet for each cohort of students. Include all data required by the Board of Nursing and the VN program.
15. Maintain confidentiality of all student information.
16. File all documentation related to students and applicants.
17. Prepare and submit correspondence, reports, forms, flyers, presentations, etc., for the Program Chair.
18. Submit correspondence, reports, forms, etc., for the Program Chair and faculty to Media Services for copying or printing copy material as directed.
19. Assist Program Chair and instructors with submitting data to the share drive.
20. Assist Program Chair with planning and implementing Advisory Council meetings and assist in serving as secretary to the Council.
21. Assist in the preparation of faculty/student community activities, such as career and health fairs.
22. Assist with planning of Pinning Ceremony and other program events (e.g. Agency meetings) and participate as needed.
23. Order and maintain supplies. In cooperation with the Program Chair and campus coordinator, initiate purchase orders and check requests as needed. Initiate maintenance requests.
24. Process mail for Program Chair and Faculty as needed.
25. This position will access student records at times and will follow all FERPA guidelines.
26. Perform other duties as assigned.

Qualifications

• High school diploma required
• Some college preferred
• Three to five years' experience in an administrative position required
• Strong office management, organizational, interpersonal, human relations, and communications skills required, including ability to work effectively with diverse groups in a fast-paced environment;
• Ability to handle multiple tasks simultaneously;
• Ability to initiate and maintain accurate and detailed data and reports;
• Proficiency in the use of Microsoft Office applications;
• Willingness to travel occasionally and to work flexible hours as needed;
• Fast learner; proficient in MS Word and Excel, type 65 wpm;
• Ability to maintain confidentiality is essential.

PREFERRED QUALIFICATIONS:

Experience with a comprehensive computer information system, such as BANNER and/or ViewPoint.

Physical Demands

While performing the duties of this job, the employee is regularly required to use hands and fingers to operate controls and keypads. Will be required to sit and reach with hands and arms, as well as sit, stand, and walk. The employee must frequently lift and/or move up to 15 pounds while loading office supplies and paper. Specific vision abilities required include close vision, some color vision, and the ability to adjust focus from documents to the computer screen. Hearing light to moderate sound is required by this job. The noise level in the work environment is usually moderate.