Administrative Specialist

As the largest community college in Arkansas, NWACC is recognized as a leader in education. NWACC offers a full range of associate degrees, certificates and workforce training programs that prepare students for rewarding futures and careers.

NWACC employees are dedicated to fostering a diverse educational community and cultural learning environment that supports student success.

Reporting to the Dean of Health Professions, the Administrative Specialist is responsible for researching and preparing special reports, examining and verifying documents, and performing general office duties. The Administrative Specialist is responsible for the effective and timely completion of administrative support duties for the nursing department. This position also tracks completion of student applications in process for admission into the nursing program. This position is governed by state and federal laws and agency/institution policy.

This administrative specialist position will be support for all programs in health professions, with an emphasis on Emergency Medical Services.

Essential Duties

• Works with Health Professions programs and serves as a contact for Castle Branch, the vendor used to provide screening solutions to health professions students ensuring all required materials are submitted to Castle Branch by program deadline.
• Serves as the primary contact for students applying to the EMS program and assists students with application processing, answering questions, and troubleshooting.
• Processes American Heart Association cards for students.
• Orders and maintains cards for American Heart Association classes for NWACC.
• Submits invoices for American Heart and First Aid submissions.
• Is responsible for updating and maintaining the CHP MarketPlace items.
• Assists in setup for pinning ceremonies to include invitations, room reservations and other items related to pinning ceremonies.
• Prints certificates for First Aid and program related graduates.
• Enters scores into computer database system for application processing.
• Trains new faculty on setting up Castle Branch accounts and ordering new screenings.
• Posts fees to student account for payment processing.
• Maintains working knowledge of program requirements and policy to ensure uniformity and accuracy with program handbooks, center for health professions handbook, and the public facing website.
• Works with the local Trauma System as needed to maintain Trauma Grant funding
• Posts fees to student account for payment processing
• Orders textbooks and manages late adoptions and change orders.
• G greets customers, in person or on the telephone, and answers or refers inquiries. Supports the daily operations of departments as directed.
• Extracts, prepares and modifies data for reports as directed.
• Participates in advisory board meetings as needed and acts as scribe for these meetings.
• Maintains electronic and hard copy filing systems for student records and clinical affiliation agreements internally.
• Schedules and coordinates meetings, appointments, conferences, and travel arrangements for the faculty as needed
• Participates in accreditation compliance. Compiles documents to be sent for annual reports, self-study, and SPE.
• Maintains the office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Operates and coordinates the maintenance of standard office equipment in conjunction with CHP IT support.
• Opens, sorts, and distributes department mail.
• Sends surveys to graduates and employers, collects survey data, tallies results as appropriate
• Helps the Deans office with budget requests during the budget process
• Collaborates with the Health Professions Academic Advisors to schedule tours of the Center for Health Professions.
• Assists with updating/printing program handbooks, handouts, or other printing needs.
• Performs any other related duties as required or assigned.

Rate of Pay $17.34 per hour

Knowledge, Skills, and Abilities

• Should be able to work effectively with employees and all levels of leadership within the institution.
• Must be proficient with MS Office (Word, Excel, PowerPoint, Access, Visio) and HRIS systems.
• The successful candidate must be a self-starter who takes accountability for performance while requiring minimal supervision.
• Must be able to handle highly confidential material efficiently and effectively.
• Must possess strong time management, multi-tasking, and organizational skills.
• Ability to build relationships with individuals and teams across the institution and campus.
• Ability to analyze information and recommend appropriate action.
• Knowledge of planning, research, and analysis techniques and procedures.
• Knowledge of department, operations, policies, and procedures.
• Ability to conduct research and perform quantitative quality assurance reviews.
• Ability to research, prepare, and present comprehensive written and oral reports.
• Ability to organize and conduct meetings and workshops.
• Knowledge of state and federal personnel laws, policies, and procedures.
• Must be able to report clear, concise and accurate ad-hoc reports to all levels of leadership.

Physical Demands

The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations. While performing the functions of this job, the employee is continuously required to sit, use hands to finger, handle, or feel, talk or hear; regularly required to reach with hands and arms, taste or smell; occasionally required to walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.

Environmental Conditions

The following work environment characteristics are representative of those encountered by employees while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

The work environment typically consists of a professional office setting with a moderate noise level, including sounds from conversations, office equipment, and occasional movement of staff. Lighting is standard for office spaces, and the temperature is controlled to remain within a comfortable range. Employees may occasionally need to visit other areas, such as storage rooms, conference spaces, or outdoor locations, where environmental conditions may vary. Infrequently, exposure to louder noise levels or physical activities, such as moving lightweight materials, might be required.

Required Qualifications

The formal education equivalent of a high school diploma; plus one year of specialized training in business management, business education, or a related field; plus three years of experience in a specialized or a related field applicable to work performed.

OTHER JOB RELATED EDUCATION AND/OR EXPERIENCE MAY BE SUBSTITUTED FOR ALL OR PART OF THESE BASIC REQUIREMENTS, EXCEPT FOR CERTIFICATION OR LICENSURE REQUIREMENTS, UPON APPROVAL OF THE QUALIFICATIONS REVIEW COMMITTEE.

NWACC is an Equal Opportunity Employer, please see our EEO policy.

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