Administrative Assistant to Dean-Health and Human Services

Administrative Assistant to Dean-Health and Human Services


Gaston College
201 Highway U.S. 321
Dallas, NC 28034
Phone: 704-922-6200

Job Location

201 Highway 321 South

Dallas, North Carolina, 28034


$37,592.00 Annually



Job Category

  • Executive/Administrative/Managerial

Application Period

Opens: Monday, September 12, 2022
Closes: Thursday, December 1, 2022

Target Start Date

Tuesday, November 1, 2022

Expected Work Hours

Full Time

Employment Type

Full Time

Minimum Qualifications



  • Associate degree (or higher) from a regionally accredited college required.




  • At least three years' secretarial, administrative, or facilitator experience required. 
  • Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, and Electronic Calendaring) required. 
  • Working knowledge of operating standard office equipment and related tools and technology required. 
  • Excellent interpersonal, written, and verbal communication skills required. 
  • Strong organization skills with a high degree of detail orientation and the demonstrated ability to multi-task in a fast-paced environment required. 
  • Demonstrated administrative competencies through internal testing required.


  • Generally, works in a traditional climate-controlled office environment and requires the ability to sit for extended periods. 
  • Some walking, standing, and bending required, with the ability to lift and maneuver items weighing up to 25 pounds. 
  • Work environment can be stressful at times in dealing with a wide variety of challenges and deadlines. 
  • In addition to regular office hours, position sometimes requires overtime and/or evening hours.

Preferred Qualifications

  • Community college experience preferred. 
  • Datatel and E-Procurement experience preferred. 

Position Description



OPEN UNTIL FILLED - Review of applications will begin 9/21/22    
Provide diverse administrative support to the Dean of Health and Human Services, which encompasses performing multiple duties, tasks, and responsibilities and support to faculty, staff, students, and the organization with a focus on customer service.




  1. Perform a variety of administrative duties including creating, collecting, and distributing divisional correspondence, and related documents; performing grammar and content reviews (e.g., proof-reading and editing documents); and managing various electronic and hardcopy calendars and schedules.  
  2. Respond to telephone, email, and in-person inquiries with a strong customer service focus; regularly handle sensitive and confidential information with judgment and tact; serve as a resource for policies, procedures, and guides. Act as a point-of-contact and regularly communicate and interact with internal and external customers, clients, vendors, and various organizations or entities. Position requires the ability to anticipate and address needs on a regular basis.  
  3. Perform other tasks required to maintain divisional compliance with external agencies and act as backup to the divisional Compliance Specialist.  
  4. Maintain files and records.  
  5. Process incoming/outgoing mail.  
  6. Assist in preparation and maintenance of budgets; coordinate the equipment and supplies requisitions and the E-Procurement process.  
  7. Collect, submit, and track travel, leave, and reimbursement requests for the division.  
  8. Coordinate and maintain room reservation schedule for the David Belk Cannon Building.  
  9. Prepare work order/help desk requests related to building maintenance and technology needs.  
  10. Maintain office in absence of supervisor.  
  11. Keep curriculum changes and catalog changes up to date; revise information sheets and brochures periodically to reflect changes in curriculum programs.  
  12. Perform relevant web page updates/changes as the division content manager.  
  13. Coordinate departmental schedules of course offerings; collect and submit related course requests for division to appropriate academic areas.  
  14. Prepare and submit preliminary division schedule to Vice President for Academic Affairs.  
  15. Proof adjusted schedule before publication; keep records of current schedule updates; maintain master division schedule.  
  16. Distribute, collect, and report academic data and administrative reports in accordance with current policies and procedures, including evaluations, schedule cards, etc.  
  17. Assist with student registration and drop/add periods; key in student schedules; process drop/add and withdrawal forms; provide information about divisional programs to students and prospective students through personal contact, by telephone, and by mail.  
  18. Coordinate transcript evaluations, certificate approval and distribution processes, and division graduation processes according to policy.  
  19. Collect application packets from part-time employees and turn in completed packets to Human Resources.  
  20. Calculate contact hours and amounts to be paid and prepare payroll, including contracts for overload and part-time faculty in accordance with current policies and procedures.  
  21. Maintain a high standard of professional and ethical practice in representing the College. Maintain confidentiality of sensitive and/or confidential information. Demonstrate a thorough knowledge of the field or discipline with continued adherence to professional accountability. Provide a high level of service to customers by establishing and maintaining effective working relationships and partnerships.  
  22. Accept responsibility for managing situations and problems. Utilize independent judgment in problem-solving of complex issues. Work cooperatively with team members and colleagues, contributing positively and constructively to the achievement of team and College objectives. Adhere to the College's policies, procedures, and other established guidelines. Perform other duties as assigned, including special projects.  
  23. Assist with and/or participate in college-related activities.  
  24. Attend classes and/or workshops to keep current on changes related to position.

Job Post Contact

Maelle Keener