Job Description:

SUMMARY:

 

Reporting directly to the program or department head, the Program Assistant performs the day-to-day administrative functions of the program or department; performs a wide variety of highly responsible and complex administrative support services for personnel, student, and matters; monitors month-by-month calendar of activities and deadlines at the department and campus levels; monitors and communicates regularly with students and associates for adherence to program compliance requirements; works directly with leadership to prepare for and maintain compliance with accrediting bodies.  Prepares meeting agendas, memos, and correspondence; completes a variety of non-routine assignments; coordinates busy and shifting office calendars including scheduling and coordinating meetings and/or conferences, and attends meetings for the purpose of recording, preparing and distributing minutes and reports; processes a considerable amount of confidential and sensitive information in support of administrative activities.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: (Every effort has been made to identify the essential functions of this position.  However, it in no way states or implies that these are the only duties you will be required to perform.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is an essential function of the position.)

Assists the program head and management with all administrative assignments.

Deals discreetly with large volumes of sensitive, confidential information concerning student, staff, faculty and campus affairs, information contained in minutes, letters and other documents.

Initiates, collects, and tracks data within a database system to ensure appropriate related records are maintained. 

Assist with transfer credit input and organization as needed.

Composes correspondence, memos, minutes and reports for department and team meetings.

Establishes and maintains record keeping and filing systems. Classifies, and files correspondence, records and other regulatory documents.

Schedules and organizes committee meetings; assists with the preparation, typing, filing, and distribution of minutes.

Prepares and/or updates program catalogs or other types of materials; copies and assembles binders, manuals, and packets for meetings and programs as requested and related to academics as necessary.

Coordinates department incoming and outgoing mail distribution; opens, distributes and prepares responses to routine inquiries.

Ensures care and maintenance of department office equipment and supplies. Maintains inventory levels for office supplies, copier machines, printers, fax machines, coffee machines, and program materials and literature.

Distributes supplies as requested/needed

Meets with students, associates, faculty and other stakeholders to facilitate program execution and respond to requests.

Monitors and communicates regularly with students and/or associates for adherence to license, certifications, development activities, and any other applicable information/documentation and sends to proper department for filing.

Assists with maintaining files, ensuring accurate and up-to-date information for accreditation.  Maintains accreditation files and prepares accreditation reports as directed.

Assists audits for the department.

Assists with preparations/arrangements for meals and/or refreshments for meetings and other special events.

Assists program head with any tracking functions with regard to remediation, documentation and any other data and information as needed.

Serve as backup to other departments (student services, bursar, registrar, reception, etc) as needed

Maintains regular and timely attendance, reports to work as scheduled and assures time worked and/or time-off is recorded properly.

Conducts job responsibilities in accordance with the standards set out in the University’s Code of Ethical Conduct, Compliance Agreement, Sexual Harassment Policy or any of its policies and procedures, applicable federal and states laws, and applicable professional standards.

Maintains established department policies, procedures and attends in-services and other required meetings.

Maintains confidentiality of all student, associate, and/or university information as required.

Exercises care, proper use and maintenance of department equipment and supplies and identifies unsafe conditions and makes appropriate adjustments.

Maintains order, cleanliness and safety at work.

May perform other duties as assigned.

EDUCATION:

Associates degree or equivalent work experience required.

LICENSES/CERTIFICATIONS:

None required.

KNOWLEDGE/EXPERIENCE:

Two to three years of experience performing office and administrative/secretarial

duties, preferably including some administrative support work for one or more managers in an academic or business office environment.

Proficient command of grammar, punctuation, spelling, and correct usage of the English language.

Comprehensive knowledge of office systems, practices, and administration.

Proficient skills and experience in Microsoft Office computer software systems that includes word processing, spreadsheets, and presentation software.

Proficient reception and telephone communication skills and techniques.

Evidence of principles and practices of classifying, indexing, processing, retrieving, and controlling a large volume of records.

Evidence of record keeping, account maintenance, and purchasing practices and procedures.

Qualifications/Skills:

(Every effort has been made to identify the essential skills/qualifications of this position.  However, it in no way states or implies that these are the only skills/qualifications you will be required to perform.  The omission of specific statements of skills/qualifications does not exclude them from the position if the work is similar, related, or is an essential skill/qualification of the position.)

Ability to interpret and apply administrative and departmental rules, policies, and procedures.

Ability to create, merge, and manage databases.

Ability to compose correspondence independently.

Ability to compile and maintain complex and extensive records and files for a department.

Ability to represent the department using good judgment, poise, tact, and diplomacy.

Ability to multi-task and prioritize; demonstrate excellent organizational skills; follow through and attention to detail.

Ability to work independently with light supervision.

Ability to exercise good customer service skills.

Ability to work effectively in a highly ethnic and culturally diverse student and associate community.

Ability to demonstrate strong professional written and verbal communication and interpersonal skills.

Ability to self-direct, self-pace, multi-task and function well under pressure of deadlines and conflicting priorities.

Ability to maintain confidentiality of all associate, student and administrative information.

Ability to establish and maintain professional effective working relationships with diverse groups and individuals.

Ability to exercise good judgment.

 

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