Job Information
Southwestern Community College Administrative Assistant - Health Sciences in Sylva, North Carolina
Statement of Primary Purpose
Provide comprehensive administrative and clerical support to the Health Sciences Department.
Classification
Full-time, non-exempt, Office Support, Staff
Essential Functions and Responsibilities
Provide comprehensive administrative and clerical support for the Dean of Health Sciences.
Ensure the smooth, efficient, and effective operation of the Health Sciences division within the institution.
Serve as the Health Sciences primary point of contact and liaison to faculty, staff, students and visitors to the Deans office.
Uphold the principles of professionalism and standards of excellence during interpersonal interactions. Project a positive, harmonious image.
Plan and organize daily work routine and establish priorities for the completion of work. Maintain effective and efficient output of all duties and responsibilities.
Manage the Deans calendar, coordinate meetings, and handle correspondences.
Organize and maintain electronic and physical files, ensuring accuracy and professional formatting.
Ensure discretion and professionalism in handling sensitive and confidential information.
Provide timely, accurate, and thorough support to internal and external stakeholders.
Coordinate logistics for divisional events, accreditation site visits, conferences, and pinning ceremonies.
Enter and maintain Health Sciences semester class schedules in the college computer system.
Coordinate curriculum/continuing education class schedules for the division.
Initiate human resources documents for the hiring of part-time instructors, create and distribute contracts, calculate payments, and submit monthly payroll reports to the business office.
Maintain Health Sciences room schedules, instructor schedules, and course syllabus files.
Purchase equipment and supplies through the e-procurement system, following college and state purchase and contract guidelines. Assist with acquiring quotes and bids.
Maintain spreadsheets and documents for organizational and reporting purposes.
Assist dean and faculty with processing forms, including leave, travel, field trips, and requisitions.
Maintain an inventory of office equipment and supplies and ensure all equipment is maintained and operational.
Attend training and professional development opportunities related to the skills and responsibilities of the position.
Supervise daily activities of the division work-study student.
Additional Duties and Responsibilities
Perform other duties as necessary.
Minimum Qualifications
Education
Required: High school diploma or equivalent with at least two years of work experience in an office setting.
Preferred: Associate Degree of Applied Science in Administrative Office Technology or related field. Experience in office support/office management in the Health Sciences field preferred.
Knowledge and Skills
At least two years experience in an office administration setting. Prefer five years experience.
Advanced computer software application skills.
Specific software applications currently used include: Microsoft Word, MS Excel, MS PowerPoint, Google email and drive. Prefer experience with Datatel/Colleague
Excellent follow-through, attention to detail, and ability to anticipate deadlines and projects to support the efficient operation of the division.
Analyze problems skillfully and use logic to reach solutions.
Ability to establish and maintain effective working relationships with students, faculty, staff, and visitors.
Must be able to adapt to a high stress environment, handle frequent inquiries from faculty and students while maintaining a calm, professional attitude.
Ability to
