Application Instructions
Send a cover letter, resume and three (3) professional references from past supervisors, to resumes@racc.edu
Please indicate the job code HPCP-ADMIN in the subject line of your email.
After sending in your documents, please fill out the online Job Applicant Identifier form. RACC is an equal opportunity employer. In compliance with government regulations we are required to record numbers of job applicants by sex and ethnic category. We ask that you indicate your race or national origin and sex, but you are not required to provide this information. This information will not be kept with your application and will be used only in accordance with state and federal regulations.
Background Check
If you are chosen for this position, a background check will be required. Full details regarding the background check are available here.
Job Details
Title: | Administrative Assistant - Health Care/Health Professions |
Announce date: |
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Apply by date: |
11/02/2022
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Application status: |
Closed
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Position type: | Full-time |
Salary: |
$31,900 per year
|
Working Hours:
Working hours for this position consists of a 7.5 hour period (between the hours of 7:30am to 6:00pm), exclusive of a 1/2 hour or 1 hour lunch. These hours to be agreed upon between the supervisor and employee at the onset of employment.
Summary:
Provides administrative support for Health Professions - Career Programs by scheduling appointments, providing information about programs/courses offered, and additional office support duties required by the departments.
Essential Duties and Responsibilities:
- Work collaboratively with administrative specialist(s)-health professions.
- Perform office tasks assigned, including but not limited to typing, word processing, data processing, record keeping, filing and phone work using software provided by the College.
- Provide receptionist communication functions for the office/area assigned.
- Assist in maintaining accurate files and records for the office, including but not limited to office staff and budget information.
- Assist and respond to general public inquiries, including walk-ins, mail-ins, and phone-ins.
- Prepare information packets, gathers and compiles information and tabulates results.
- Order supplies, prepares purchase orders and submits invoices for payment.
- Coordinate student billing process.
- Facilitate student registration process including entering courses into Colleague, keeping detailed list of start dates, student enrollments and student wait list.
- Coordinate, gather and maintain all paperwork, including clearances, immunizations and physicals, required for student enrollment.
- Generate transcripts and issues certificates for students.
- Coordinate and input attendance for students as required.
- Input student placement information into database.
- Prepare student orientation packets, student handbooks and other documents required by the department.
- Assist the Directors, Program Coordinators, and Deans in the preparation of reports / audits, accreditation visits, and other program reviews.
- Take and transcribe minutes for meetings as assigned.
- Perform essential Program tasks as required in the College’s Enterprise Resource Planning (ERP) software, including but not limited to creating course sections, updating course/semester information, and ensuring accuracy of data records.
- Create and maintain administrative spreadsheets regarding efficiency and division productivity.
- Ensure textbooks are available for faculty; oversee inventory and upkeep of instructional equipment; coordinate supply orders in order to maintain necessary office supplies; may transfer accounting funds.
- Coordinate faculty onboarding with Payroll and Human Resources. Coordinate faculty onboarding, which includes orientation and the collection of background checks, child abuse screening, FBI clearance, orientation checklist, payroll forms, transcripts, etc.
- Create and maintain manual and computerized records; establishes and maintains logs, filing, and recordkeeping systems and ensures that all records are complete, accurate and up-to-date; performs data entry and maintains various computer databases; performs routine analysis and calculations in the processing of data for recurring internal reports.
- Maintain appropriate documentation of all student contacts.
- Maintain positive and productive working relationships with all program administrators, staff, and faculty to ensure that students receive accurate and reliable information.
- Aid in assembling and categorizing facts and figures for written computation and calculations to formulate data reports for program evaluation and accreditation purposes. This includes, but is not limited to, collecting and compiling several years of student, faculty, and program data as requested.
- Assist with special projects that may include research and maintaining files for accreditation reviews; may assist with providing direction to student workers.
- Access confidential student information, such as clearance and medical history, to prepare reports on an ongoing basis to support the needs of the campus/department in placing students at multiple clinical sites. Send necessary documentation to clinical sites as needed.
- Maintain student records to track student progress throughout the program; correspond with students to send acceptance/denial letters, coordinate orientation, set up advising appointments, and any other meetings/special events.
- Ensure program and division files are maintained according to College policy.
- Keep the Health Professions – Dean and Associate Dean apprised of due dates and other office policies and procedures as appropriate.
- Communicate effectively in an active, complete, timely, and relevant manner any issues which affect operations, and student or program outcomes.
- Other job-related duties as assigned.
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience:
Associates Degree in relevant field or equivalent college work with a minimum of two (2) years of professional clerical/administrative assistant work experience required. Individuals without the aforementioned college requirements must have a high school diploma and five (5) years of related full-time professional work experience. Bilingual: English/Spanish preferred.
Communication Skills:
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Excellent communication skills are required.
Mathematical Skills:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Reasoning Ability:
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
Computer Skills:
To perform this job successfully, an individual should be proficient in using Internet software and Microsoft Office software (Word, Excel, PowerPoint, and Outlook). Experience using Ellucian Colleague ERP software is preferred.
Other Qualifications:
- High degree of concentration required.
- Requires moderate supervision and ability to be self-directed.
- Highly organized.
- Excellent interpersonal, communication, and organizational skills.
- Excellent proofreading skills.
- Ability to multi-task in a fast-paced environment.
Physical Demands:
The physical demands 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.
While performing the duties of this job, the employee is frequently required to walk; sit; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.