Administrative Assistant

Position Title:

Administrative Assistant

Job Description:

HINDS COMMUNITY COLLEGE

Job Descriptions

 JOB TITLE: Administrative Assistant                                                                                                                    REPORTS TO: Dean of Nursing/ Dean of Health Sciences

DEPARTMENT: Associate Degree Nursing

EXEMPT: No

VICE PRESIDENT: Vice-President for Academic, Transfer and Health Sciences

GENERAL STATEMENT OF THE FUNCTION

All Hinds Community College employees must commit to the Caring Campus approach to student engagement and daily apply these general behavioral objectives: listen to student questions and concerns with a positive attitude and make meaningful connections with students. This position includes a variety of tasks involving the day-to-day operation of the associate degree nursing department. Relieves officials of clerical work and minor administrative and business detail by performing the following essential duties.

QUALIFICATIONS REQUIREMENTS

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. This position requires and individual with strong organizational and time management skills, proficiency in Microsoft Office Suite and office equipment, ability to handle confidential information with discretion, excellent written and verbal communication skills, and knowledge of academic and healthcare terminology.

EDUCATION AND/OR EXPERIENCE

High school diploma or general education degree (GED); and three years as a secretary on a full-time basis; or two years of college with courses in secretarial science and two years experience. Ability to type from plain copy at the rate of 50 correct words per minute and transcribe dictation from a machine. Ability to perform at high levels of proficiency. Must have knowledge of computer operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Maintain knowledge of diversity-related issues, legislation, and best practices.

Routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by employer.

Prepares correspondence, reports, and data for accreditation and regulatory agencies.

Coordinates copying, scanning, and distribution of instructional materials.

Maintains office supplies and orders replacements as needed.

Monitors and processes work orders for facility or equipment needs.

Maintains electronic and paper filing systems for academic, administrative, and accreditation records.

Assists in compiling data for program evaluation, accreditation self-studies, and annual reports.

Maintains strict confidentiality of student and personnel records.

Supports faculty and directors with special projects as assigned.

Provides backup assistance to other administrative staff during absences.

Transcribes and prepares accurate minutes from recorded or live meetings.

Composes and types routine correspondence.

Files correspondence and other records.

Answer telephone and give information to callers or route calls to appropriate official.

Schedules appointments for employer.

Greets visitors, ascertains nature of business, and conducts visitors to employer or appropriate person.

Compiles and types department reports.

Records minutes and maintains electronic file of staff meetings.

Make copies of correspondence or other printed materials.

Prepares and inputs examination content into the designated computer software system for faculty use.

Perform other duties that may be assigned by the appropriate authority.

   SUPERVISORY RESPONSIBILITIES: None

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 regularly required to use hand to finger, handle, or feel objects, tools, or controls; reach with hands and arms