Administrative Assistant, Div. of Health Care Technologies

Under minimal supervision, the Administrative Assistant provides moderately complex secretarial and general administrative support to the Associate Dean (AD). Assists with the day-to-day operations of the department, often involving confidential information.

• Perform routine clerical functions.
• Compile, produce, and edit quality finished memoranda and other business correspondence using Office 365.
• Schedule meetings and coordinate AD calendar.
• Schedule remote meetings using Zoom and/or other platforms.
• Make and reconcile travel arrangements, mileage requests, etc.
• Maintain files both electronically and hard copies.
• Distribute mail and ordering supplies.
• Screen calls and take messages, disseminate specific program information to students, employees, and others, answer questions, and make referrals when appropriate.
• Manage general operations of the office which includes working with confidential faculty and student information, coordinating activities with other departments, and outside contacts.
• Maintain Complio database for medical students in CNA, CMA, Pharm Tech programs.
• Assist with enrollment issues related to CNA and CMA students at the West Valley Center.
• Assist ESL overflow needs with the Spanish students in the West Valley medical programs.
• Help in assisting Spanish translation and phone calls from ESL students interested in SLTech programs.
• Disseminate general information to students, employees, and others.
• Explain department and college policies and procedures.
• Process and prepare fiscal and budgetary documents which may include departmental requisitions, purchase orders, inventories, personnel and employment records, payroll for hourly employees/adjunct faculty, and budget reconciliations.
• Track expenditures of related instructional programs.
• Track budgetary issues related to multiple program areas to utilize student fees, grant monies and E&G funding.
• Assist in program development activities including scheduling DACUMs, conducting labor market surveys, and tracking program changes.
• Assist with recruiting at community events after normal business hours and Saturdays when needed.
• Provide faculty support.
• Process teaching agreements and full-time faculty load sheets.
• Maintain files for program areas.
• Provide administrative support to Program Advisory Committees, including compiling minutes, scheduling rooms, arranging parking permits, food, etc.
• Recruit ECPAC members for multiple program areas.
• Other duties as assigned.

• Business English, math, accounting, writing, spelling, punctuation, and vocabulary skills.
• Demonstrated organizational skills and general office procedures and methods.
• Specific departmental and college policies, procedures, and operations.
• Basic office bookkeeping and budget accounts.
• Proficiency with Outlook email and calendar functions, Banner, SharePoint, Etrieve and SLCCBuy.
• Develop and format business letters and correspondences.
• Develop spreadsheets for gathering data and tracking expenses.
• Type 50 wpm.
• Take minutes and report business meetings accurately.
• Follow written and oral instructions effectively and accurately.
• Prioritize time and perform multiple tasks effectively.
• Research and analyze data.
• Demonstrated excellent communication and interpersonal skills and work ethic.
• Safeguard confidential information.
• Ability to communicate effectively with a broad range of people with a variety of abilities and backgrounds, to maintain good working relationships across the College.
• Ability to work with all groups from a variety of academic, socioeconomic, cultural, and ethnic backgrounds, and with community college students, faculty, and staff, including those with disabilities.

• Associate’s degree or two years post high school.
• One (1) to four (4) years of related full-time experience.

Trade off 1:1 in experience/education requirement.