Administrative Assistant II

Position Summary

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.

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.