Executive Aide of Health Programs

Job Title: Executive Aide of Health Programs

Hiring Salary Range: $37,927 - $45,515

Institution: Walters State Community College - Niswonger Campus - Greeneville (Employees are assigned to a “home” location but may occasionally or regularly be required to work at other WSCC locations.)

Job Purpose: The purpose of this position is to organize and manage administrative duties for the Health Programs Division, including providing information to students, assisting with scheduling appointments and meetings.

Essential Job Functions:

• Prepares and maintains comprehensive student files for Health Programs. Student files include: applications, physical information, immunizations, background checks, Basic Life Saving (BLS) course dates, signature sheets, etc. Shred files that have expired. Maintain clinical data spreadsheet for faculty (full-time; adjunct) and students; Enter and unsure up-to-date data within clinical management system for students and faculty (full-time; adjunct). Notify faculty/students of expiring/expired documentation.
• Provides administrative services and provides timely, courteous, and knowledgeable response to information requests. Prepares routine office correspondence, including reports, letters, memoranda, agendas, and attends and records minutes for division, faculty, and departmental meetings. Assists in the coordination of student workers including preparation and submission of their work reports to financial aid. Maintains confidentiality in all situations. Maintains the division calendar including the advising calendar and recruitment calendar. 
• Support the development and maintenance of departmental handbooks and website changes in collaboration with dean, assistant dean, and program directors.
• Assist departments in compiling documentation for state boards and national accreditations. 
• Assist with clearing and permitting students for all health programs cohorts.
• Assist with daily operations, maintains department master task list and calendar with appointment, timelines and due dates. Mail distribution for efficient office administration. Greet visitors, answer telephone, and provide information or direct inquiries to appropriate offices or personnel. 
• May have other duties as assigned. 

Required Qualifications:

• An Associate’s degree in Business/Office Administration or a highly related field
  
• Two to four years of career experience in a related position
  
• Excellent organizational, written communication, and multi-tasking skills
  
• Working knowledge of computer software and standard office equipment (PC. Phone, fax, email, copier, etc.), video conferencing systems, and Microsoft Office Suite

Preferred Qualifications:

• Knowledge of health care related field
  
• Knowledge of college policies and procedures

Behavioral Core Competencies:

• Works effectively as team member to achieve goals and objectives.
  
• Shares information readily with others and listens effectively, showing openness to new ideas
• Displays a high degree of personal effectiveness; pursues objectives with consistent determination. Willing and prepared to accept personal responsibility for actions, both positive and negative.
  
• Treats team members with respect. Willingly responds to requests for assistance from team members.
  
• Respects the College’s rich heritage and historical achievements by embracing important changes that advance the College’s mission while honoring the past.
  
• Exercises discretion and forethought in the efficient utilization of organizational resources, showing respect for the organization’s generous benefactors and supporters.

Leadership & Supervisory: Most tasks completed by an employee in this position are completed without consulting others. Resources, guidelines, and supervisor consultation are available when needed. Work is evaluated largely for progress towards completion of objectives. Work may affect a single department or program.

Environment & Working Conditions: Office environment is temperature controlled with occasional fluctuations, well lit, and free from loud noises and unnecessary interruptions. If asthmatic, complications may occur.

Physical Demands (including requirements for travel or working