Administrative Assistant to Allied Health en Dodge City Community College

Under the direct supervision of the Director of Nursing and Allied Health, this position is responsible for performing a range of student services, project coordination, and related administrative duties related to communication of detailed information, data processing, maintaining data and academic records, regulatory and compliance reports, contracts, coordination of projects and procedures, and other related work. Work requires well-developed verbal skills, organization, and a thorough knowledge of college programs, policies, and procedures. Work requires accuracy and careful attention to detail, and the ability to maintain confidentiality.

Dodge City Community College is committed to a policy of non-discrimination in hiring and employment on the basis of race, color, religion, sex, age, disability, military status, ancestry or national origin.

Essential Functions/Responsibilities

• To understand and commit to the Mission of the College ~ Dodge City Community College provides a student-centered learning environment where students can achieve their educational, personal, and career goals.
• Foster a professional, helpful environment and a positive attitude on behalf of Nursing and Allied Health for the community, students, faculty, and staff.
• Establish and maintain a cooperative working relationship with students, colleagues, other departments, and community constituents while maintaining professional confidentiality.  
• Serve as the primary contact for the Director of Nursing and Allied Health.
• Provide administrative assistant support to the Director of Nursing and Allied Health in all areas of responsibility.
• Assist in preparing reports, grants, application forms, technical research, and other materials; gather required materials such as letters, reports, records, forms, minutes, numerical data, technical material, etc.; review for completeness and accuracy and attach to correspondence for reply.  
• Interpret, apply, and explain complex rules and regulations, requirements, and restrictions related to the department; refer students to other resources as appropriate 
• Assist in the recruitment of students by providing recruitment information, correspondence, maintaining prospective student files, and lists.
• Assist with state approval and national accreditation processes.
• Assist with developing and managing Nursing and Allied Health Department CEU classes.
• Input data, update records, generate reports, and verify student information; assure accuracy and completeness of data.
• Monitor the website to ensure accuracy regarding the college catalog, updated processes, policies, procedures, and required outcomes data; recommend updates as needed.
• Maintain and organize files for faculty, current students, and graduates.
• Handles confidential information and maintains confidentiality at all times.
• Monitor the collection of nursing fees.
• Assist the Director in the preparation and renewal of clinical facilities agreements.
• Assist in maintaining departmental records regarding finances, completed contracts sent, and student enrollments as they pertain to the department.  
• Participate in campus committees and activities.
• Maintain professional appearance in the office.
• Uses word processor, spreadsheet, database, desktop publishing, and other appropriate office software to prepare letters, memos, forms, charts, or other documents from oral instruction and/or notes, composes routine correspondence; analyzes data as needed
• Prepares outgoing mail, sorts and distributes incoming mail for Nursing and Allied Health departments, and prepares bulk mailings
• Reconcile records of receipts and expenditures, and compare requisitions against items/services received.
• Draft and review own/others’ correspondence and other documents; edit for accuracy, grammar, spelling, format, signatures, and distribute accordingly.
• Other tasks and duties as assigned by the Director of Nursing and Allied Health

 

The above job description supersedes all previous descriptions. This description is intended to be a tool to describe the primary purpose of the job and the Essential Functions and Responsibilities. The job description may not be inclusive of all duties and job responsibilities.  Administration has the right to modify the job responsibilities to cover absences or provide relief to equalize peak work periods at any time.

 

Required Qualifications

• High School diploma or GED
• Experience working with computer information systems
• Excellent written, verbal communication, and organizational skills
• Accuracy in keyboarding and filing skills
• Willingness to work as a team member in a high-traffic area
• Must maintain a valid driver’s license
• Ability to maintain confidentiality and work well with students, peers, and supervisors

 

Preferred Qualifications

• Associate’s Degree
• Minimum of three years Administrative Assistant or related experience in a higher education setting
• Ability to work with multiple projects simultaneously
• Previous experience with database management and Excel spreadsheets

 

Supervisory Responsibilities

• None

 

Physical Requirements – with or without assistance

• Ability to communicate clearly and precisely in written form and verbally
• Ability to sit/stand for extended periods of time
• Motor skills and dexterity to access campus locations
• Ability to occasionally lift up to 35lbs
• Ability to bend, stoop, and kneel as necessary to perform the responsibilities of this position

 

Building Assignment

• Floris Jean Hampton Nurse Education Center