Administrative Assistant 2

Compensation:

$17.83 per hour

Compensation Type:

Non-Exempt

Employment Type:

Regular

Grade:

NE06

Position Summary

This position is responsible for providing administrative support for the Occupational Therapy Assistant and Respiratory Therapy programs.

MAJOR DUTIES

• Coordinates and assists with accreditation reporting; compiles and analyzes data; assists with processing responses to standards; reviews and counsels on processes related to accreditation standards.

• Provides program assistance to students; generates academic/degree plans through Self Service; compiles and verifies student information for student portfolios.

• Accepts and processes program admission applications.

• Provides administrative support for faculty in the development of class materials.

• Assists with monitoring program budgets and maintains related records.

• Answers telephone and greets visitors; provides information and assistance; refers to appropriate personnel; takes messages and makes appointments.

• Maintains program files and records.

• Assists in coordinating the student completion ceremony and other student related events as assigned.

• Makes preparation for Advisory Board meetings, continuing education programs, and recruiting and orientation sessions.

• Maintains office and program supply inventories; makes purchases as needed.

• Makes travel arrangements for department personnel.

• Sorts and distributes incoming mail.

• Attends meetings and records minutes.

• Performs related duties.   

• Provides Assistance to the Dean and School Operations Coordinator as needed.

KNOWLEDGE REQUIRED BY THE POSITION

• Knowledge of modern office practices and procedures.

• Knowledge of college and program policies and procedures.

• Knowledge of computers and job-related software programs.

• Knowledge of business, accounting and budgeting procedures.

• Skill in prioritizing and organizing work.

• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.

• Skill in oral and written communication.

SUPERVISORY CONTROLS

The OTAP and RT Directors assign work in terms of general instructions. The supervisors spot-check completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

The OTAP Director is the supervisor for leave approvals and timesheet approvals.

GUIDELINES

Guidelines include college and program policies and procedures. These guidelines are generally clear and specific, but may require some interpretation in application.

COMPLEXITY/SCOPE OF WORK

• The work consists of related administrative duties.  Frequent interruptions contribute to the complexity of the position.

• The purpose of this position is to provide administrative support for the operations of the Occupational Therapy Assistant and Respiratory Therapy programs. Successful performance contributes to the efficiency and effectiveness of those operations.

CONTACTS                                                             

• Contacts are typically with co-workers, other college employees, students, vendors, and the general public.

• Contacts are typically to give or exchange information, resolve problems, and provide services.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is typically performed while intermittently sitting, standing or stooping. The employee occasionally lifts light and heavy objects, uses tools or equipment requiring a high degree of dexterity, and distinguishes between shades of color.

• The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

This position supervises assigned student workers.

MINIMUM QUALIFICATIONS

• Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.

• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/ internship or having had a similar position for one to two years.

•  Sufficient experience to understand the basic principles relevant to the major duties of the position.

The following REQUIRED documents must be submitted with application in order to be considered. Upload all required documents under the Application Questions 2 section for "Additional Documents Required".

• Cover Letter (Required)

• Curriculum Vitae (CV) or Resume (Required)

• List of 3 Supervisor References. (Required)

• Letters of Recommendation (Optional)

EEO STATEMENT: San Juan College is dedicated to providing equal employment and educational opportunities without regard to race, color, religion, sex, national origin, disability, age, genetic, veteran's status, or on the basis of any other category protected under federal, state and local laws.