Administrative Assistant

Job Description The ADN Administrative Assistant performs a variety of complex clerical duties in the efficient operation of an academic capacity of the college. The ADN Administrative Assistant is responsible to the Dean of Health Professions and to the ADN Program Director. The Administrative Assistant assists faculty at two locations. General duties and responsibilities: Performs a variety of administrative support duties at a high level of accuracy for the efficient operation of the Associate Degree Nursing Department involving contact with faculty, staff, students, and the general public while frequently exercising independent judgment. Demonstrates highly accurate technical skills necessary when utilizing a computer and various software programs to perform tasks including but not limited to reports, minutes, and spreadsheets. Performs all tasks and projects accurately and rapidly as assigned by the ADN Program Director. Assists with monitoring paper supply in the Xerox copy machine, and making copies as requested by the ADN Director and ADN faculty. Answers and responds to multiple phone call requests from the public. Provides an immediate and accurate answer for questions asked by potential students and/or the public. Responds to phone calls as they are called in and does not allow phone calls to roll to voice mail, unless assisting other staff at that time. Assists with the pick-up and distribution of mail and office supplies. Assist with ADN admissions by creating a file for each eligible applicant. Collects required admissions documentation and prepares files for faculty ranking after the application deadline. Processes all necessary paperwork for ADN Applicants, as requested by the program director. Assists with all ADN information sessions. Prepares information flyers. Assists program director as requested. Monitors student arrivals at information sessions and assist with directions. Consistently monitors ADN student clinical documentation to ensure that it has not expired including, but not limited to CPR certification, immunizations, and proof of health insurance. Updates and maintains student clinical information in Faculty Share. Maintains spreadsheets with student contact information and clinical information. Maintains records, files and updated information in student and faculty files. Utilizes proactive, superior customer service in all areas of performance with all contacts. Provides detailed information to potential students regarding the ADN Program as well as advising students on course sequencing. Assists with preparation of and attends the graduation and pinning ceremony. Assists with exam proctoring when necessary. Maintains signature forms for ADN laptop use by faculty and students. Performs all other duties and tasks as requested and/or assigned by the Dean Health of Professions and/or ADN Program Director. Knowledge, skills and abilities: Demonstrates superior customer service skills. Represents self to public in a professional manner. Reports to work within required timelines with an excellent attendance record. Is available at all times in the office to respond to phone calls and requests. Ability to think independently and appropriately. Proficient in Office software programs and technology with excellent keyboarding skills and computer literacy skills. Ability to comprehend and interpret college regulations, college policy and procedures and accrediting body regulations and apply to specific situations in accordance with established procedures. Ability to work effectively with students, faculty, administrators, staff, and customers. Ability to communicate orally, effectively and accurately, and in written form. Ability to flex hours when office demands require. Position qualifications: Two (2) years office or administrative experience. Experience and competency in Word and Excel. May consider any equivalent combination of experience and training which provides the required knowledge, skills and abilities. Working conditions: Variances from regular working hours may be necessary to fulfill the responsibilities of the position. Busy working environment with numerous phone and customer interruptions. Multiple requests from ADN Program Director, students, and faculty. Salary: $15. per hour / up to 19 hours per week