Job Details
Department: Health Science Professions
General Statement of Job
The secretary provides clerical and administrative support to the program chair(s), faculty, and the division office staff.
Specific Duties and Responsibilities
Essential Functions:
- Provides administrative support and assistance to the program chair(s), faculty, and the division office staff as needed, including but not limited to making copies, scheduling, correspondence, travel arrangements, and mileage reimbursements.
- Maintains departmental files and coordinates various departmental initiatives and events.
- Performs budget responsibilities as needed by balancing the departmental budget monthly and developing and tracking of requisitions and purchase orders by program chair.
- Assists program chair(s) with departmental Notice of Employment (NOE) completion.
- Orders and distributes supplies, and arranges for equipment maintenance.
- Participates in support staff meetings.
- Collects department's reference materials such as syllabi, faculty directory and office hour information; acts as custodian of department documents and records.
- Organizes department meetings and events by booking facilities, compiling and distributing documents and providing necessary logistics, and composes meeting minutes.
- Provides customer service and serves as a source of information to students, staff, and faculty on procedures, programs, and office activities.
- Submits various employee documents, compiles and reports departmental learning outcomes.
- Tracks inventory of equipment and its locations for audit purposes and assists division office in preparing inventory audit reports.
- Prepares memorandums outlining and explaining administrative procedures and policies for department employees.
- Participates in professional development, as directed.
- Prepares materials for distribution, including data spreadsheets and marketing materials.
- Provides tour of facility for visitors, as needed.
- Performs other duties according to division/department needs.
Required Education and Experience
- To qualify, one of the following must be met:
- College Certificate
- A minimum of 30 earned college hours
- At least one (1) year of work experience in a professional work setting required.
Required Knowledge, Skills and Abilities
- Excellent oral, written and interpersonal communication skills.
- Strong computer skills with knowledge of Microsoft Office including, but not limited to, Word, Excel, PowerPoint, and Outlook, the Windows environment, and internet research skills.
- Ability to prioritize, organize, and complete multiple tasks with attention to detail, within stated deadlines.
- Ability to work independently as well as a team player within department and with others.
- Demonstrated commitment to achieving the vision and mission of South Texas College.
- Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
- Ability to write routine reports and correspondence.
- Ability to speak effectively before groups of customers or employees of organization.
- Ability to apply practical understanding to carry out instructions furnished in written, oral, or diagram form.
- Ability to deal with problems involving several concrete variables in standardized situations.
Checks, Certificates, Licenses, and Registrations
- Security Sensitive position: All applicants are subject to a criminal background check under South Texas College policy.
Physical Requirements
- Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
- Bending the body downward and forward by bending leg and spine.
- Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
- Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
- Applying pressure to an object with the fingers and palm.
- Perceiving the nature of sounds at normal speaking levels with or without correction.
- Ability to receive detailed information through oral communication, and to make the discrimination in sound.
- Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. Occurs to a considerable degree and requires substantial use of upper extremities and back muscles.
- Ability to make rational decisions through sound logic and deductive processes.
- Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
- Sitting particularly for sustained periods of time.
- Bending body downward and forward by bending spine at the waist. Occurs to a considerable degree and requires full motion of the lower extremities and back muscles.
- Close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.
- Mobility to accomplish tasks, particularly for long distances or moving from one work site to another.
The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this job.
Organization
Founded in 1993, South Texas College is accredited by the Southern Association of Colleges and Schools Commission on Colleges and offers more than 120 degree & certificate options, including associate degrees in a variety of liberal art, social science, business, math, science, technology, advanced manufacturing and allied health fields of study. Additionally, South Texas College is the only community college in the State of Texas to offer four baccalaureate degrees. South Texas College has a faculty and staff of more than 2,700 to serve the college’s five campuses, two higher education centers, and one virtual campus.
Since 2000, the Dual Credit Programs has served over 100,000 high school students at 70 high school sites, saving families over 200 million dollars in tuition.
South Texas College is accredited by the Southern Association of Colleges and Schools Commission on Colleges to award the Baccalaureate and Associate degrees. Contact the Commission on Colleges at 1866 Southern Lane, Decatur, Georgia 30033-4097 or call 404-679-4500 for questions about the accreditation of South Texas College.
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