Position Summary
The Allied Health Department is recruiting for one full time Administrative Assistant II. This position is responsible for providing secretarial, receptionist, and administrative assistance to the Vocational Nursing and Physical Therapist Assistant Programs; performs a broad range of office and secretarial duties, within general guidelines, and with limited supervision and direction. The position requires knowledge of almost all aspects of the personnel and student functions and performs complex…
assignments for a department, program and/or division.
Duties & Responsibilities
- Provide prospective students with information regarding vocational nursing and physical therapist assistant programs application process, other Victoria College courses, student services, and local community resources and/or refer inquiries to appropriate personnel.
- 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.
- Assist students and applicants with admission process (Hepatitis B series, immunization records, CBC, and transcripts)
- Accept VN applications for each program year/start.
- Accept PTA applications for each program year/start.
- Submit VN applicants information to the Board of Nursing for criminal background check.
- Organize and maintain incoming students files by obtaining records such as medical examination forms, intention response forms, CPR certifications.
- Assist in compiling information packets for New Student Orientation Day program year/start.
- Assist students with referrals to Student Service for information regarding WIOA, Child Care Assistance, loans and internal and external scholarships.
- Assist with student management such as computer testing and proctoring of exams. Compile data results of standardized tests. Troubleshoot and assist with student activities in computer lab.
- Register current students via Banner each semester.
- Organize and participate in Information Night for prospective students, contacting college departments and external agencies who will be participating in the event.
- Maintain prospective and current student files by monitoring requirements (on the web-based data collection system) for clinical compliance.
- Maintain VN graduate records as required by the Board of Nursing (Rule 214)
- Maintain PTA graduate records as required by Commission on Accreditation in Physical Therapy Education (CAPTE).
- Maintain Data Sheet for each cohort of students. Include all data required by the Board of Nursing and VN program.
- Maintain Data Sheet for each cohort of students. Include all data required by CAPTE and the PTA program.
- Maintain confidentiality of all student information.
- File all documentation concerning all students and applicants.
- Prepare correspondence, reports, exams, forms, flyers, presentations, etc. for Program Coordinator/Director and faculty.
- Submit correspondence, reports, exams, forms, syllabi, etc. for Program Coordinator and faculty to Media Services for copying or copy material as directed by faculty.
- Assist Program Chair/Director and Coordinators with planning and implementing Advisory Council meetings and serve as secretary to the Council.
- Schedule classroom/lab reservations as requested by faculty.
- Assist in preparation of faculty/student community activities, such as field trips and health fairs.
- Assist with planning of Pinning and other events and participate as needed.
- Order and maintain supplies. In cooperation with Program Chairs/ Directors and Coordinators, initiate purchase orders and check requests as needed. Initiate maintenance requests.
- Backup secretary for ADN Program and AH Dean
- Process mail for Allied Health HSC.
- Maintain VC website updated with VN and PTA Program information
- Perform other duties as assigned.
Qualifications
- High school diploma required;
- Associate's degree or five years of experience in lieu of the degree;
- Three years experience in an administrative assistant 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 essential.
Preferred Qualifications
- Experience with comprehensive computer information systems such as BANNER, Datatel, PeopleSoft, etc.
Physical Demands
While performing the duties of this job, the employee is regularly required to use hands and fingers to handle controls, key pads, etc. 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 computer screen. Hearing of light to moderate sound is required by this job. The noise level in the work environment is usually moderate.
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