Administrative Assistant to Health Professions and Nursing

Administrative Assistant – Health Professions and Nursing

Summary

This position provides clerical, administrative, and customer service support to the Health Professions and Nursing Department, including faculty, students, staff, prospective students, community partners, and the public. The position requires professionalism, discretion, strong organizational and communication skills, attention to detail, and the ability to appropriately manage confidential student, faculty, and program information in accordance with FERPA, institutional policies, and applicable regulations.

Location

Levelland Campus

Essential Duties and Responsibilities

Essential duties and responsibilities include the following. Other duties may be assigned.

• Serve as a primary point of contact for the Health Professions and Nursing Department, greeting students, faculty, staff, visitors, prospective students, and community partners in a professional and courteous manner.
• Must be able to communicate in a professional manner and have a professional appearance.
• Respond to inquiries by telephone, email, and in person and provide accurate information regarding Health Professions and Nursing programs, admission requirements, application processes, policies, procedures, and departmental resources.
• Serve as receptionist and appropriately direct students, visitors, and members of the public to the appropriate faculty member, staff member, department, or college resource.
• Provide program tours and general program information to prospective students and visitors as assigned.
• Participate in recruiting and orientation events.
• Maintain a professional appearance and demonstrate courteous, respectful, and professional communication at all times.
• Demonstrate strong interpersonal, written, and verbal communication skills.
• Demonstrate cooperative problem-solving skills and the ability to work effectively as a member of a team.
• Operate standard office equipment and effectively utilize computer applications, including Microsoft Office programs such as Word, Excel, Outlook, and related institutional software.
• Prepare, record, type, and maintain accurate meeting minutes.
• Collect, organize, enter, and maintain departmental data. Know how to input and graph data.
• Create and maintain spreadsheets, graphs, reports, and other data-tracking documents.
• Assist with student onboarding processes, including preparation of orientation materials and tracking of required clinical and program documentation.
• Prepare and type reports, letters, forms, and other documents accurately and professionally. Be able to transcribe meeting minutes in a timely manner.
• Develop and produce departmental correspondence and communications.
• Organize and prioritize multiple responsibilities while meeting established deadlines.
• Perform assigned work independently with minimal supervision.
• Exercise sound judgment and make appropriate routine decisions within the scope of assigned responsibilities.
• Function effectively in a fast-paced environment with frequent interruptions and changing priorities.
• Maintain organized electronic and paper filing systems.
• Complete assigned responsibilities accurately and in a timely manner.
• Collaborate effectively with faculty, advisors, clinical partners, college departments, students, and other stakeholders.
• Maintain confidentiality, professionalism, discretion, and ethical standards at all times.
• Protect the confidentiality of student, faculty, and departmental records in accordance with FERPA and institutional policies.
• Support a student-centered environment consistent with the mission, goals, and values of the Health Professions and Nursing Department and the College.
• Demonstrate a commitment to continued professional growth and development.
• Maintain knowledge and understanding of College policies, procedures, and the role and mission of the community college.
• Assist with departmental meetings, orientations, recruitment activities, special events, and other program-related activities as assigned.
• Work flexible hours when required for special events, orientations, meetings, or other departmental needs.
• Perform other duties as assigned.

Statement of Relationships

Immediate Supervisor: Dean of Nursing Programs

Close Working Relationships: Health Professions and Nursing faculty, students, staff, advisors, clinical partners, and other College departments.

Supervisory Responsibilities

This position has no supervisory responsibilities.