Administrative Assistant, Health Science

The Administrative Assistant is responsible for performing various administrative duties to support the work of the Department. These duties include clerical, office management, preparing various typewritten documents, filing and managing records, greeting visitors, and maintaining Department budget.

Salary: Appropriate placement on ACCS Salary Schedule E3, Grade 4: $41,349 - $59,541

(Salary within this range is determined by your documented years of full-time related work experience)

• Online application
• Current résumé
• Copy of college transcripts (Transcript of college work verifying degree requirement; must include degree awarded and date confirmed. Unofficial transcripts will be accepted before the deadline, but official transcripts must be received if employed.)

1. Greet in-person visitors and respond to their needs appropriately.
2. Answer a multi-line phone system and direct calls appropriately.
3. Screen, route, and coordinate pick-up of incoming mail including email.
4. Receive, input and process paperwork ensuring items are submitted in a timely manner.
5. Discern when confidentiality in work needs to be maintained and maintain that confidentiality.
6. Type and transcribe letters, memos and other correspondence or written documentation.
7. Take meeting minutes as directed.
8. Maintain calendars and schedules for individuals, groups and/or meeting space, balancing multiple schedules and priorities.
9. Request/arrange IT support.
10. Assist with registration for all programs as directed.
11. Coordinate, create and maintain filing systems.
12. Alert supervisor of any issues that are in need of upper management attention.
13. Monitor budgets.
14. Operate Excel or other database software to track, sort, format and analyze data for a variety of purposes including reporting and data analysis (data reports).
15. Load information into Banner or other software.
16. Perform all duties with professionalism.
17. Proof and edit correspondence and documents.
18. Input and process purchase orders as well as other information into Banner.
19. Perform research via the internet or other channels to gather information, answer questions, or resolve issues.
20. Utilize computer programs to mail merge documents and create labels.
21. Make travel arrangements including airline tickets, hotels, cars, etc.
22. Order supplies.
23. Create, proof and edit presentations in PowerPoint or other presentation software.
24. Conduct facility reviews.
25. Submit maintenance work orders or request/arrange janitorial support.
26. Maintain classroom and office area including equipment.
27. Prepare meeting agendas.
28. Create duplication of materials for others.
29. Assist in recruiting activities for nursing and allied health programs.
30. Assist individual program directors with coordinating application policies and procedures that ensure easy accessibility and impartiality.
31. Process student applications maintaining confidentiality and participate on admissions committees.
32. Perform related work as assigned.

1. A minimum of one (1) year (32 semester hours) of postsecondary education from an accredited institution with a minimum of 16 semester hours in office administration or related field and a minimum of one (1) year of office administration work experience is required OR a minimum of one (1) year (32 semester hours) of postsecondary education from an accredited institution and a minimum of three (3) years office administration work experience is required.
2. Ability to utilize Word or other word processing tools to prepare and communicate information is required.
3. Ability to utilize Excel or other database software to enter, format, sort and analyze information and prepare reports is required.

1. Knowledge of community college policies and procedures.
2. Knowledge of Banner or a related program.
3. Knowledge of rules of grammar.
4. Knowledge of generally accepted office practices and procedures.
5. Knowledge of general budgeting and accounting processes and procedures and tracking.
6. Knowledge of ARGOS.
7. Knowledge of FERPA.
8. Knowledge of Calhoun specifically in order to conduct tours.
9. Skill in operating a mouse to control a computer.
10. Skill in operating a computer including tablets.
11. Skill in utilizing a multi-line phone system.
12. Skill in operating a fax machine, copier, scanner, calculator printer, camera and typewriter.
13. Skill in operating AV equipment.
14. Ability to follow instructions and adhere to prescribed routines.
15. Ability to make decisions based on correspondence, data or other information.
16. Ability to utilize Banner Administrative Software for inputting and locating information.
17. Ability to utilize and search the internet for information.
18. Ability to multi-task and prioritize issues.
19. Ability to maintain confidential information.
20. Ability to work and communicate with a variety of people from diverse backgrounds.
21. Ability to utilize email systems to communicate information.
22. Ability to work with minimal supervision/ work independently.
23. Ability to operate in a professional manner at all times.
24. Ability to greet individuals of any background with friendliness, tact and courtesy.
25. Ability to draft letters and other correspondence.
26. Ability to proof and correct materials according to rules of grammar and business etiquette.
27. Ability to operate in high pressure situations and respond to issues in a calm manner.
28. Ability to manage “upward” to ensure the schedule and priorities of manager are maintained.
29. Conscientious- care about how work is done and wanting to do a good job.
30. Initiative- responding to downtime by taking responsibility to do other work.
31. A focus on detail.
32. A focus on being friendly and patient in responding to customer needs.
33. Willingness and desire to learn new things and apply that learning.
34. Willingness to maintain flexibility in order to meet customer needs.
35. A positive attitude regardless of circumstances at hand.
36. Confidence in decision making and communication skills.
37. Willingness to enthusiastically learn all/most aspects of the operation.
    

Applicants must meet the minimum qualifications as indicated on this vacancy notice and must submit a completed application packet in order to be considered for this position. Complete application files must be received no later than the application deadline. Applicants who fail to submit all required information will be disqualified. Only applications received during the period of this announcement will be considered. Applicants must travel at their own expense. Finalist will be required to provide official transcripts that are mailed directly to the Office of Human Resources at Calhoun Community College from the institution(s) granting the credits. More than one position in the same job classification may be filled from the applicants for this position should another vacancy occur during the search process.

BACKGROUND CHECK STATEMENT:
In accordance with Alabama Community College System Policy and guidelines, the applicant chosen for employment will be required to sign a consent form. Employment will be contingent upon the receipt of a clearance notification from the criminal background check.

Calhoun Community College is an equal opportunity employer. It is the policy of the Alabama Community College System, including all post secondary community and technical colleges under the control of the Alabama Community College System Board of Trustees, that no employee or applicant for employment or promotion, on the basis of any impermissible criterion or characteristic including, without limitation, race, color, national origin, religion, marital status, disability, sex, age, or any other protected class as defined by federal and state law, shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment. Calhoun Community College will make reasonable accommodations for qualified disabled applicants or employees. The college reserves the right to withdraw this job announcement at any time prior to the awarding. Calhoun Community College participates in the E-Verify system to verify employment eligibility for all newly-hired employees.

Calhoun Community College is accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) to award associate degrees. Degree-granting institutions also may offer credentials such as certificates and diplomas at approved degree levels. Questions about the accreditation of Calhoun Community College may be directed in writing to the Southern Association of Colleges and Schools Commission on Colleges at 1866 Southern Lane, Decatur, GA 30033-4097, by calling (404) 679-4500, or by using information available on SACSCOC’s website (). Specific questions regarding Calhoun's educational programs, admissions, and other matters related specifically to the College should be forwarded directly to the college.
APPLICATIONS MAY BE FILED ONLINE AT:


P.O. Box 2216
Decatur, AL 35609
256-306-2590
256-306-2591
jobs@calhoun.edu