Primary support person for GRCC’s Allied Health programs (Dental Assisting, Dental Hygiene, OTA, RT, CVT, and ANE), including program directors, faculty, staff, students and public at large.
Requisition ID:
Employee Group: APSS Bargaining Agreement
Schedule: 40 hours/52 weeks
Compensation: Level A
Benefits: Full-time
Reports to: Program Directors: Dental, Radiologic Tech, Occ. Therapy Asst. CVT and ANE
Posting Opens:
Posting Closes:
ESSENTIAL FUNCTIONS
- Contribute to a positive and professional work environment. Present a positive and professional image and be an excellent goodwill ambassador for the departments and the College.
- Provide high-level secretarial support for administrative and instructional support activities for program directors, and department faculty including but not limited to completing and creating reports, letters, communicating with a diverse population, and using excellent judgment while maintaining the highest levels of confidentiality and ethical standards. Respond to customer inquiries for information in a timely manner, either directly or by routing to the appropriate staff. Process all incoming and outgoing mail and e-mail in a timely manner.
- Act as a liaison for students and visitors with faculty and staff including but not limited to: conditions of classes, transcripts, schedules, or other documents from CWIS; assisting with scheduling and enrolling of students as requested.
- Act as a liaison for Advisory Committees, communicating information, arranging for meetings including scheduling of location, refreshments, and preparation and posting of meeting materials, as requested.
- Maintain student data bases re: immunizations, CPR and fingerprinting results. Track data as needed for off campus locations, third party agents and accreditation bodies
- Using data from the health admissions ready list, provide assistance with creating, updating, and maintaining student Educational Development Plans (EDP).
- Arrange for department and other college meetings as needed. Take effective meeting notes, accurately transcribe, disseminate and archive meeting minutes and related materials.
- Assist in the preparation of program forms and documents. Gather and format data for reporting purposes such as annual reports and accreditation reports. Compile data from a variety of sources and create accurate summary reports as requested or required. Work independently to prepare recurring reports and take appropriate action.
- Assist Program Directors / BCOs in maintaining accurate budgets by monitoring budgetary reports and following through with budget transfers as needed. Attend budget meetings and stay current on policies related to budget.
- Create, maintain and update departmental web pages and content.
- Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position.
- Other duties as assigned by the Allied Health Program Directors, Dean, and/or Associate Dean.
- Complete requests for copying (bulk or otherwise) ensuring accurate production and deliver copies within deadline.
- Maintain office machines and troubleshoot office machines assist with resolving computer problems as appropriate with faculty and staff. Organize office so it is efficient and conducive to high volume and sometimes erratic workflow. Replenish office supplies to maintain adequate inventory
- Accurately update or assist with the development of departmental, public, or internal documents, including course outlines, brochures, handbooks, departmental policies or practices, etc.
- Establish and maintain accurate, electronic and paper files. Identify and develop new forms to expedite business processes as needed.
- Work with program directors to create, compile, update, and maintain student, graduate, and employer surveys.
- Assist with the orientation of new faculty or staff including but not limited to: office machines, telephone system, computers, e-mail, keys, and parking.
- Assist in the planning and coordination of special departmental events and career days as required.
- Coordinate, input and track book orders each semester for all departments. Order desk copies as necessary.
- Assist with various departmental forms (substitution pay, parking, printing, key requests, voicemail, etc.).
- Assist other departmental secretaries as necessary. Provide back up when they are out of the office.
- Hire, train, and supervise student employee(s). Monitor student worker payroll forms for processing.
- Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position.
- Performs other related duties as assigned.
JOB SPECIFICATIONS
Education Credentials
- Associates Degree or comparable combination of relevant education and experience
Work Experience
- A minimum of three (3) or more years of secretarial or administrative assisting experience required
- Experience communicating and working effectively with diverse populations preferred
Skills
- Excellent organizational skills, ability to prioritize and complete tasks in a timely manner. May be required to complete an in-basket assignment to demonstrate these skills
- Ability to perform daily routine and unexpected duties with minimum supervision
- Proficient computer skills in PeopleSoft (CWIS, PeopleSoft Financials, Crystal reports), Microsoft Office (MS Word, Excel, Access, PowerPoint), and Drupal (for webpage updates)
- Must be proficient in verbal, written, and interpersonal communication skills to work effectively with diverse populations.
- Demonstrated initiative and problem-solving abilities
Physical Demands
Mental Demands
- Ability to handle pressure situations in a professional manner
- Possess mature judgment
- Must be able to maintain confidentiality (understanding of FERPA and HIPAA laws and requirements)
Working Conditions
- GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website.
- Ability to work in a high traffic, indoor environment.
- Ability to work in busy office with frequent interruptions.
- Must be able to work flexible hours as needed.