Pierpont
Administrative Assistant, School of Health Sciences
Pierpont, Fairmont, West Virginia, us, 26555
Posted Sept 19 - Oct 3, 2024 or until filled
Pierpont Community & Technical College Job Description
JOB TITLE: Administrative Assistant Health Sciences
AGENCY: Pierpont Community and Technical College
WORK LOCATION: Pierpont Advanced Technology Center, 500 Gallagher Drive Fairmont, West Virginia 26554
REPORTS TO: Dean, School of Health Sciences
FLSA Status: Nonexempt
Employee Category: Classified
GENERAL JOB SUMMARY:
The Program Assistant II functions as the second of three levels of Program Assistant responsible for providing routine to complex administrative and clerical support to Program Managers, Coordinators, or Administrators for projects, initiatives, and programs within an institution. Job responsibilities are performed by following a defined standard output or set of procedures and is performed under immediate supervision working within guidelines or traditional practices.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Manages the day-to-day activities of the School of Health Sciences office.Responsible for the efficient and effective workflow of the office in Advanced Technology Center.As the front-line person, provides professional communication to all parties.Supervises work study students.Provides secretarial and budget support for the Dean, Assistant Dean, Program Coordinators, Course Coordinators and faculty in the School of Health Sciences.Provides information to prospective students.Provides effective coordination with various offices throughout the campus to gather information, provide guidance and communications from the Dean and monitor or coordinate communications and activities with the necessary units.Assigns advisees to advisors utilizing the Banner System.Possess working knowledge of Kronos, Banner, Oasis ClericalDevelops/maintains filing & record control systems related to adjunct faculty, facility contracts, special agreements, and instructional materials for faculty.Establishes new filing systems when needed and maintains files for assignment areas.Prepares contracts for new hires, adjunct hires, and temporary appointments and facilitates all new hires.Coordinates and schedules all travel arrangements for the Dean, program coordinators, and faculty and prepare settlement reimbursements.Assists with preparation of accreditation reports and site visits.Prepares requisitions for payment of yearly association dues and student clinical rotation.Coordinates all aspects of program advisory board meetings, including assisting faculty with preparations for the meetings, preparing and sending invitations and maintaining RSVP list and planning refreshments, etc.Records and types meeting minutes including advisory board and School meetings.Assists with preparing, sending and processing graduate outcomes surveys.Maintains and distributes clinical education agreements, renewals, and certificates of liability insurance forms. This includes all Pierpont C&TC programs that participate in clinical rotations.Collects and maintains a clinical education agreement database.Searches and collects clinical education agreements for accreditation site visits.Prepares and sends program admission packets to newly admitted students in health careers programsAssists in financial management by managing and monitoring budget expenditures and making recommendations on changes or adjustments. Reviews monthly budgets from system and reports status of accounts to the Dean and program coordinators on a regular basis.Creates and maintains spreadsheets to track expenditures of Perkins, vocational grants, and reappropriated state funds and assist in the completion of reports.Purchases equipment and supplies and processes the transactions.Acquires quotes and prepares requisitions for high dollar purchases.Reconciles and posts all P-card transactions for the Dean, program coordinators, and faculty P-Card holdersKNOWLEDGE, SKILLS AND ABILITIES:
Program coordination principles, including work organization, budgetary principles, practices and administration.Analytical and research principles and techniquesBasic functions and programs of a community college or similar educational settingSensitivity to and understanding of diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students and the community at-large.Personal computers, including database management spreadsheet programs, and word processing programs.Correct English usage, grammar, spelling, punctuation, and vocabulary.Use and operation of a wide variety of materials and equipment in the office assigned.Basic mathematics.EDUCATION AND EXPERIENCE:
Associates degree and at least 2 years' clerical or administrative experience, or an equivalent combination of education and experience.
PHYSICAL REQUIREMENTS:
Conditions are those of a typical office environment, requiring frequent oral communication with students and colleagues, the ability to enter data and written communications in electronic format in a timely manner, and sufficient mobility to be present and address students, their parents, and fellow professionals.Moderate physical activity. Requires handling of average-weight objects up to 25 pounds; standing, siting and/or walking for brief to long periods
DISCLAIMER:
This description does not state or imply that the duties listed are the only duties to be performed by the position incumbent. Employees are required to follow job-related instructions and perform other job-related activities assigned by their supervisor. Most requirements are subject to possible modification in order to provide a reasonable accommodation to individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, students, other employees, or the general public.
Pierpont Community & Technical College Job Description
JOB TITLE: Administrative Assistant Health Sciences
AGENCY: Pierpont Community and Technical College
WORK LOCATION: Pierpont Advanced Technology Center, 500 Gallagher Drive Fairmont, West Virginia 26554
REPORTS TO: Dean, School of Health Sciences
FLSA Status: Nonexempt
Employee Category: Classified
GENERAL JOB SUMMARY:
The Program Assistant II functions as the second of three levels of Program Assistant responsible for providing routine to complex administrative and clerical support to Program Managers, Coordinators, or Administrators for projects, initiatives, and programs within an institution. Job responsibilities are performed by following a defined standard output or set of procedures and is performed under immediate supervision working within guidelines or traditional practices.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Manages the day-to-day activities of the School of Health Sciences office.Responsible for the efficient and effective workflow of the office in Advanced Technology Center.As the front-line person, provides professional communication to all parties.Supervises work study students.Provides secretarial and budget support for the Dean, Assistant Dean, Program Coordinators, Course Coordinators and faculty in the School of Health Sciences.Provides information to prospective students.Provides effective coordination with various offices throughout the campus to gather information, provide guidance and communications from the Dean and monitor or coordinate communications and activities with the necessary units.Assigns advisees to advisors utilizing the Banner System.Possess working knowledge of Kronos, Banner, Oasis ClericalDevelops/maintains filing & record control systems related to adjunct faculty, facility contracts, special agreements, and instructional materials for faculty.Establishes new filing systems when needed and maintains files for assignment areas.Prepares contracts for new hires, adjunct hires, and temporary appointments and facilitates all new hires.Coordinates and schedules all travel arrangements for the Dean, program coordinators, and faculty and prepare settlement reimbursements.Assists with preparation of accreditation reports and site visits.Prepares requisitions for payment of yearly association dues and student clinical rotation.Coordinates all aspects of program advisory board meetings, including assisting faculty with preparations for the meetings, preparing and sending invitations and maintaining RSVP list and planning refreshments, etc.Records and types meeting minutes including advisory board and School meetings.Assists with preparing, sending and processing graduate outcomes surveys.Maintains and distributes clinical education agreements, renewals, and certificates of liability insurance forms. This includes all Pierpont C&TC programs that participate in clinical rotations.Collects and maintains a clinical education agreement database.Searches and collects clinical education agreements for accreditation site visits.Prepares and sends program admission packets to newly admitted students in health careers programsAssists in financial management by managing and monitoring budget expenditures and making recommendations on changes or adjustments. Reviews monthly budgets from system and reports status of accounts to the Dean and program coordinators on a regular basis.Creates and maintains spreadsheets to track expenditures of Perkins, vocational grants, and reappropriated state funds and assist in the completion of reports.Purchases equipment and supplies and processes the transactions.Acquires quotes and prepares requisitions for high dollar purchases.Reconciles and posts all P-card transactions for the Dean, program coordinators, and faculty P-Card holdersKNOWLEDGE, SKILLS AND ABILITIES:
Program coordination principles, including work organization, budgetary principles, practices and administration.Analytical and research principles and techniquesBasic functions and programs of a community college or similar educational settingSensitivity to and understanding of diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students and the community at-large.Personal computers, including database management spreadsheet programs, and word processing programs.Correct English usage, grammar, spelling, punctuation, and vocabulary.Use and operation of a wide variety of materials and equipment in the office assigned.Basic mathematics.EDUCATION AND EXPERIENCE:
Associates degree and at least 2 years' clerical or administrative experience, or an equivalent combination of education and experience.
PHYSICAL REQUIREMENTS:
Conditions are those of a typical office environment, requiring frequent oral communication with students and colleagues, the ability to enter data and written communications in electronic format in a timely manner, and sufficient mobility to be present and address students, their parents, and fellow professionals.Moderate physical activity. Requires handling of average-weight objects up to 25 pounds; standing, siting and/or walking for brief to long periods
DISCLAIMER:
This description does not state or imply that the duties listed are the only duties to be performed by the position incumbent. Employees are required to follow job-related instructions and perform other job-related activities assigned by their supervisor. Most requirements are subject to possible modification in order to provide a reasonable accommodation to individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, students, other employees, or the general public.