Description

The Program Assistant, Healthcare Programs and Technologies performs a wide variety of generalized administrative office duties; completes critical processes within the college’s various educational database systems; provides information and assistance to prospective and current students, faculty and staff; and presents a positive image of the College by exhibiting excellent customer service. Additionally, the Program Assistant, Healthcare Programs and Technologies must demonstrate an ability to interact with diverse individuals to handle various multifaceted situations positively. Furthermore, this position assists with creating and implementing strategies to improve the internal processes in the assigned area, ensuring college compliance set forth by state and federal regulation and reporting requirements. The Program Assistant, Healthcare Programs and Technologies cultivates and maintains good relationships with various departments within the institution; performs related assignments that require various technical duties.

Examples of Duties

Essential Duties:

1. Oversees the maintenance of various confidential files, records and correspondence related to the specific area of assignment for compliance review.
2. Assists in resolving data issues in college information systems by collaborating with relevant college faculty, staff, and administrators.
3. Attends meetings and other activities, as requested, to take notes and prepare minutes as required; organizes and archives meeting minutes.
4. Prepares, proofs and distributes various documents and reports. Ensures accuracy in all records and documentation.
5. Orders and sustains adequate supplies for division; Generates purchase orders in eProcurement; and assists with inventory.
6. Assists in the implementation of standardized processes to help departments with accountability and to increase efficiencies.
7. Supports the College’s mission, vision, and core values by adhering to all policies and procedures.

Department Specific Duties:

1. Coordinates internal schedules, including daily appointments and business obligations; coordinates external scheduling of the department's buildings and rooms.
2. Arranges meetings, including travel arrangements, communications, and related documents.
3. Manages and submits Professional Service Agreements (PSA's) for the department.  
4. Coordinates and performs daily activities pertaining to purchasing; including but not limited to, requisitions and budget transfers. 
5. Coordinates all events in the department, including pinning ceremonies, graduation, orientations, job fairs, and advisory boards.
6. Oversees all business processes and communication for the Dean, Healthcare Programs and Technologies.
7. Greets visitors and provides directions and/or assistance, as needed; answers and directs phone calls, and refer calls to the appropriate employee or program.

Marginal Functions: 

1. Aids in the development of strategies for improving data/information accuracy, documentation, and communication between departments.
2. Serves on standing and ad hoc committees and focus groups.
3. Assist with program accreditation, as needed. 
4. Participates in professional development activities and required employee training.
5. Completes other duties as assigned.

This position description covers the essential functions and duties associated with this position. The President or appropriate supervisory personnel may assign additional duties. The college reserves the right to alter duties, responsibilities, conditions, working hours, and job title with or without notice.

Qualifications and Working Conditions

Knowledge of:

• Organizational and management practices as applied to the planning, analysis, and evaluation of operational needs.
• General principles and practices of statistical and administrative data collection and report preparation.
• Various computer software programs.
• Confidentiality policies and procedures of the office and college.
• Business letter writing and report preparation techniques.
• Advanced principles and procedures of record-keeping and reporting.
• English usage, spelling, grammar and punctuation.
• Basic accounting and mathematic principles.
• Pertinent Federal, State and local laws, codes and regulations.
• Current trends, research, and development in the area of assignment. 

Ability to:

• Perform responsible and complex administrative work involving the use of independent judgment and personal initiative.
• Interpret and apply college and assigned division goals, objectives, policies, procedures, rules and regulations.
• Perceive problems, project consequences of proposed actions, identify alternative solutions, and implement recommendations to support goals.
• Interpret and apply Federal, State and local policies, laws, and regulations.
• Communicate clearly and concisely, both orally and in writing.
• Work independently in the absence of supervision.
• Maintain the security of confidential matters.
• Compile and maintain confidential records.
• Independently prepare correspondences and memorandums.
• Participate in researching, compiling, and preparing various fiscal, statistical, and administrative reports.
• Operate and use modern office equipment, including a computer.
• Respond to requests and inquiries from students, faculty, and staff.
• Establish and maintain cooperative working relationships with those contacted in the course of work. 

Environmental Conditions:
The employee should have the ability to effectively handle a work environment and conditions which involve an office and classroom workspace.

The employee must sustain the office and teaching environments by maintaining equipment and supplies, ensuring overall cleanliness, functionality, and conformance to OSHA standards to provide a safe work environment.

Physical Conditions:
Essential and marginal functions may require maintaining the physical condition necessary for standing or sitting for prolonged periods of time; lifting and carrying moderately heavy materials; rapidly typing for extended periods of time.

The employee is required to maintain effective audio-visual discrimination and perception needed for making observations, reading and writing, operating assigned equipment, communicating with others, and handling varied tasks simultaneously.

Additionally, the employee must maintain mental capacity, which permits making sound decisions and using good judgment, demonstrating intellectual capabilities, and evaluating the effectiveness of programs and personnel.

Scheduling Conditions:
This is a full-time, 12-month position, which requires the employee to be on campus or at an approved alternate location for at least thirty-six hours per week, Monday through Thursday, 8:00am-5:00pm, and Friday, 8:00am-12:00pm. This position generally works daytime hours, but has the potential for occasional evening or weekend hours.  

Traveling Conditions:
Local travel between the Caldwell campus, Watauga campus, or any off-campus sites may be needed. Out of state travel is limited, but may be required for training and conferences

Experience and Training

Experience:  
Three years of prior administrative office experience, with demonstrated proficiency in Microsoft Office, and Adobe is required.

Experience in a community college or higher education environment, with knowledge of data mining, use of database software and/or Colleague, is preferred.

Training:
An Associate Degree in secretarial sciences, office administration, office technology, business administration, or accounting is required.  An Associate Degree in another field, with additional related experience will be considered.