Government Jobs
Administrative Assistant II - ADN Program
Government Jobs, Victoria, Texas, United States, 77901
Administrative Assistant II For The ADN Program
The Allied Health Department is recruiting for a full-time Administrative Assistant II for the ADN Program. This position is responsible for providing administrative assistance to the Director of Nursing and the Associate Degree of Nursing Program. This position performs a broad range of office and secretarial duties, within general guidelines, and with limited or no supervision or direction. The position requires knowledge of almost all aspects of the personnel and student functions; performs complex assignments for the ADN program. Duties & Responsibilities Efficiently and courteously manage intense student and applicant contact throughout the semester. Courteously and efficiently manage a high volume of telephone calls. Open, sort, and route mail, taking action on items within scope of position. Maintain the confidentiality of student and faculty records. Create, maintain, and monitor electronic student records to ensure continuous compliance with pre and co-requisite support courses, TB testing, CPR Certification, Physical Examinations, Immunization Records, HIPAA, Hospital Computer Training, etc. (There are approximately 190 - 200 students each long semester and 20 - 30 students in the summer.) In March, June and September, review each active applicant file for documentation of the applicant's meeting the admission criteria and then electronically rank all qualified applicants so that the appropriate number of students can be admitted. In conjunction with the ADN Chair, prepare and mail in a timely manner acceptance, alternate and not qualified packets for all applicants following each application deadline. Provide general Allied Health program information to interested parties via telephone, personal contact, or e-mail and then refer the individual to the appropriate Program Chair. Provide program information to ADN Program applicants in person, by telephone, or through e-mail. Efficiently and accurately create and manipulate the electronic ADN student and applicant data bases. Compile, maintain, and review ADN applicant files; performed daily. Register all ADN students via the BANNER system prior to each semester and assist with the regular registration process as assigned. At the request of the ADN Chair accurately complete and mail the Board of Nurse Examiners Affidavit of Graduation forms twice a year for ADN graduates. File all documentation concerning all current students and new program applicants. Assist students with the admission, registration, financial aid, and graduation processes. Make applicant advising appointments with available faculty members. Type correspondence for the ADN Chair and Faculty (14 full-time), such as letters, committee minutes, test, syllabi, etc. Create and provide course evaluation forms for all levels each semester and then compile the results and type the student comments. Create, maintain and monitor ADN Faculty records to ensure continuous compliance with all clinical facility and accrediting body requirements (Faculty RN Licensure status, TB testing, CPR certification and all immunization records). Act as a computer and BANNER system resource person for faculty. Assist faculty each semester in setting up computer training for all ADN students. Prior to the ORD each semester provide each level with daily student rosters. Complete all departmental and college forms accurately (Requisitions, Course Schedule form, etc.) Participate with the VN Program Administrative Assistant in setting up and attending Information Night for the Nursing Programs each semester. Make appropriate arrangements, as directed, for all ADN committee meetings including notifying any student members of the date, time, and location of the meeting. Compile data, prepare and update special projects/reports when needed, e.g., ADN Student Handbook and ADN Faculty Handbook, ADN (Generic) and LVN Transition information letters and annual reports. Participate in the selection of the HSC Allied Health student worker and assist with supervision when that individual is completing work for the department. Assist the ADN Coordinator with ADN Pinning three times per year (creating Programs, inserts, etc.) Make all necessary arrangements (location, catering, invitations, etc.) for the ADN Program Advisory Committee meeting in the fall of each year. Assist the Allied Health Dean and/or the VN Department when their secretary is absent. Other duties as assigned. Qualifications Required Qualifications Minimum of an Associate's Degree required or three years related work experience in lieu of a degree with high school diploma or GED; Three year's office work experience preferred High level of proficiency with MS Word, MS Office Outlook, Excel, Operate equipment such as computers, fax machines, scanner, copy machines. Excellent human relations and communications skills. Ability to relate to college administration, faculty, students and the public in a positive, courteous, and tactful manner. Display discretion in matters concerning confidentiality. Preferred Qualifications: Experience with comprehensive computer information system such as BANNER, Datatel, PeopleSoft, etc. Physical Demands While performing the duties of this job, the employee is regularly required to use hands and fingers to handle controls, key pads, etc. Will be required to sit and reach with hands and arms as well as, sit, stand and walk. The employee must frequently lift and/or move up to 15 pounds while loading office supplies and paper. Specific vision abilities required include close vision, some color vision, and the ability to adjust focus from documents to computer screen. Hearing of light to moderate sound is required by this job. The noise level in the work environment is usually moderate.
The Allied Health Department is recruiting for a full-time Administrative Assistant II for the ADN Program. This position is responsible for providing administrative assistance to the Director of Nursing and the Associate Degree of Nursing Program. This position performs a broad range of office and secretarial duties, within general guidelines, and with limited or no supervision or direction. The position requires knowledge of almost all aspects of the personnel and student functions; performs complex assignments for the ADN program. Duties & Responsibilities Efficiently and courteously manage intense student and applicant contact throughout the semester. Courteously and efficiently manage a high volume of telephone calls. Open, sort, and route mail, taking action on items within scope of position. Maintain the confidentiality of student and faculty records. Create, maintain, and monitor electronic student records to ensure continuous compliance with pre and co-requisite support courses, TB testing, CPR Certification, Physical Examinations, Immunization Records, HIPAA, Hospital Computer Training, etc. (There are approximately 190 - 200 students each long semester and 20 - 30 students in the summer.) In March, June and September, review each active applicant file for documentation of the applicant's meeting the admission criteria and then electronically rank all qualified applicants so that the appropriate number of students can be admitted. In conjunction with the ADN Chair, prepare and mail in a timely manner acceptance, alternate and not qualified packets for all applicants following each application deadline. Provide general Allied Health program information to interested parties via telephone, personal contact, or e-mail and then refer the individual to the appropriate Program Chair. Provide program information to ADN Program applicants in person, by telephone, or through e-mail. Efficiently and accurately create and manipulate the electronic ADN student and applicant data bases. Compile, maintain, and review ADN applicant files; performed daily. Register all ADN students via the BANNER system prior to each semester and assist with the regular registration process as assigned. At the request of the ADN Chair accurately complete and mail the Board of Nurse Examiners Affidavit of Graduation forms twice a year for ADN graduates. File all documentation concerning all current students and new program applicants. Assist students with the admission, registration, financial aid, and graduation processes. Make applicant advising appointments with available faculty members. Type correspondence for the ADN Chair and Faculty (14 full-time), such as letters, committee minutes, test, syllabi, etc. Create and provide course evaluation forms for all levels each semester and then compile the results and type the student comments. Create, maintain and monitor ADN Faculty records to ensure continuous compliance with all clinical facility and accrediting body requirements (Faculty RN Licensure status, TB testing, CPR certification and all immunization records). Act as a computer and BANNER system resource person for faculty. Assist faculty each semester in setting up computer training for all ADN students. Prior to the ORD each semester provide each level with daily student rosters. Complete all departmental and college forms accurately (Requisitions, Course Schedule form, etc.) Participate with the VN Program Administrative Assistant in setting up and attending Information Night for the Nursing Programs each semester. Make appropriate arrangements, as directed, for all ADN committee meetings including notifying any student members of the date, time, and location of the meeting. Compile data, prepare and update special projects/reports when needed, e.g., ADN Student Handbook and ADN Faculty Handbook, ADN (Generic) and LVN Transition information letters and annual reports. Participate in the selection of the HSC Allied Health student worker and assist with supervision when that individual is completing work for the department. Assist the ADN Coordinator with ADN Pinning three times per year (creating Programs, inserts, etc.) Make all necessary arrangements (location, catering, invitations, etc.) for the ADN Program Advisory Committee meeting in the fall of each year. Assist the Allied Health Dean and/or the VN Department when their secretary is absent. Other duties as assigned. Qualifications Required Qualifications Minimum of an Associate's Degree required or three years related work experience in lieu of a degree with high school diploma or GED; Three year's office work experience preferred High level of proficiency with MS Word, MS Office Outlook, Excel, Operate equipment such as computers, fax machines, scanner, copy machines. Excellent human relations and communications skills. Ability to relate to college administration, faculty, students and the public in a positive, courteous, and tactful manner. Display discretion in matters concerning confidentiality. Preferred Qualifications: Experience with comprehensive computer information system such as BANNER, Datatel, PeopleSoft, etc. Physical Demands While performing the duties of this job, the employee is regularly required to use hands and fingers to handle controls, key pads, etc. Will be required to sit and reach with hands and arms as well as, sit, stand and walk. The employee must frequently lift and/or move up to 15 pounds while loading office supplies and paper. Specific vision abilities required include close vision, some color vision, and the ability to adjust focus from documents to computer screen. Hearing of light to moderate sound is required by this job. The noise level in the work environment is usually moderate.