Administrative Office Associate l - Hagerstown, United States - Hagerstown Community College

Hagerstown Community College Hagerstown, United States

1 month ago

Full time

Description

SUMMARY STATEMENTThe Administrative Office Associate provides administrative and clerical support to the Division Director, the full time and part time faculty, and serves as division receptionist. This position also provides assistance to students and others.
ORGANIZATIONAL RELATIONSHIPS

The Administrative Office Associate III reports directly to and is responsible to the Division Director.
The Administrative Office Associate III coordinates closely with the Office of Academic Affairs and Student Services, division faculty, instructional support personnel, and other division Administrative Office Associates in carrying out assigned responsibilities.
This position may require the supervision of assigned student workers and/or volunteers.

ESSENTIAL DUTIESProvides administrative assistance to the Division Director and faculty.

Attends selected meetings as a department representative in the absence of the Division Director.
Types general correspondence.
Provides the Boards of Nursing with the graduating RN and PN student names to be processed for the NCLEX and licensure.
Mass mailing of letters for RN and PN nursing programs including acceptance, stand-by, and decline letters.
Processes acceptance forms and deposits for the RN and PN nursing programs and forwards to the appropriate departments.
Manages the incoming RN and PN accepted applicant list and contacts the applicants on the stand-by list for acceptance to maintain the maximum number of students for the class.
Graduate survey mailings at 9 months for Nursing Programs and then compiles data.
Assists in preparation of faculty load forms.
Assists Director in scheduling advisory committee and other division meetings to include securing rooms, preparing agendas, ordering refreshments, and recording, typing and distributing minutes.
Serves as receptionist/message center for the division and serves as liaison for full and part time faculty.
Disperses mail, faxes, packages, and miscellaneous paperwork to division personnel.
Maintains division calendar of workload deadlines.
Assists full and part time faculty with office-based computer applications and college-wide, web-based programs for instruction.
Supervises and coordinate workload for student workers/volunteers working in the division office.
Completes and submits to Human Resources all hiring forms for division adjuncts.

Maintains division records.

Develops, maintains, secures, and updates confidential student files and other division files according to legal standards in the Maryland Practice Act and directed by the Division Director. Student files involve the following:
collect all health forms including immunizations and drug screen results.
collect copies of CPR certification.
update information for annual PPD screening and CPR recertification.
collect criminal background checks results.
maintaining the security of all files.

Provides assistance to the Division Director in maintaining the credit schedule.

Inputs all scheduling information for the division via the Datatel database for each new semester.
Retrieves data from the system as needed and disseminates information to appropriate individuals.
Identifies and assists in resolving room and other scheduling conflicts.
Coordinates classrooms and lab usage for the nursing area.
Updates schedule changes in the Datatel system and disseminates that information approximately.
Coordinates closely with the IT Department to resolve Datatel scheduling issues.
Inputs faculty load percentages into the Datatel system for full and part-time faculty for load and payroll purposes.

Provides assistance to the Division Director and faculty in developing, maintaining, and revising division programs.

Types and collects course syllabi and outlines for the division.
Types curriculum materials and reports.
Updates Nursing Student Handbook annually for printing and distribution to students and to be uploaded on the college's website.
Types revisions to programs and courses descriptions and submits to the appropriate office.
Creates and maintains the faculty textbook selection order database prior to each new semester and provides the information to the bookstore.
Provides technical and specialized clerical assistance for instructional-related projects, e.g. grant applications, presentations, division publications.
Researches textbook publications and orders new editions and instructional materials for faculty.

Provides assistance to students and others.

Assembles and assists graduating students with professional testing and licensure applications.
Provides direction and guidance to prospective program applicants regarding eligibility, application deadlines, selection process, and estimated program costs.
Directs inquiries/requests from students to division personnel as appropriate.
Informs students of schedule changes and/or class cancellations and posts cancellations outside classrooms as appropriate.
Provides technical and specialized clerical assistance for instructional-related projects, e.g. grant applications, presentations, division publications. – this is listed about in D #6 also
Reviews nursing course rosters for each semester to be sure nursing students are registered for the correct courses and contacts/help students get registered if needed.

Provides assistance to the Division Director regarding individual department budgets within the division.

Monitors division funds by tracking day-to-day transactions and submitting updated information to the Director.
Orders supplies as needed for all nursing programs.
Orders, organizes, and maintains office supply inventories and instructional materials.
Contacts suppliers and companies for quotes on purchases (equipment, software, etc.).
Prepares purchase orders and requests for checks.

Assists the Division Director and faculty with the coordination with clinical affiliations.

Compiles and forwards student information to clinical sites prior to the beginning of student rotations.
Interacts with agency personnel regarding clinical schedules.
Review and updates facility contracts on an annual basis.

Compiles and maintains statistical data.

Collects internal department evaluation data.
Participates in the college-wide faculty evaluation process.
Compiles statistical data for the nursing programs such as graduation rates, attrition, and demographics for compliance with ACEN accreditation and the Maryland Board of Nursing approval.
Forwards compiled statistical data to the appropriate department to be uploaded to the HCC website as required per accreditation.

Requirements
EDUCATION AND EXPERIENCE
Associates Degree required; 2-3 years clerical and administrative experience in an education setting and medical terminology required.

SKILLS AND ABILITIES
Must have excellent skills in computer applications such as Microsoft Word, PowerPoint, Excel, Access, Microsoft Outlook and ability to use an integrated computerized system (Datatel preferred). Ability to: work and make decisions independently with a minimum of supervision and communicate with tact and diplomacy; organize and prioritize work load, complete tasks in a timely manner, and attend to details. Good telephone skills including the use of a multi-line phone.

APPLICATION INSTRUCTIONSFor more information on this position and to formally apply, please visit HCC's employment page at Questions may be directed to the Human Resources Office at or email

Administrative Office Associate I

1 day ago

Hagerstown Community College Hagerstown, United States Part time

SUMMARY STATEMENT:The Administrative Office Associate (AOA) provides:A. Administrative and clerical support to the Director, Instructional Specialist (IS), Intake Assessment Transition Specialist (IATS), English Language Learner Transition Specialist (ELLTS), the Management Infor ...
Administrative Office Associate I

3 days ago

Hagerstown Community College Hagerstown, United States Part time

SUMMARY STATEMENTThe Administrative Office Associate (AOA) provides: · A. Administrative and clerical support to the Director, Instructional Specialist (IS), Intake Assessment Transition Specialist (IATS), English Language Learner Transition Specialist (ELLTS), the Management Inf ...
Administrative Office Associate L

2 weeks ago

Hagerstown Community College Hagerstown, United States

**SUMMARY STATEMENT** · The Administrative Office Associate provides administrative and clerical support to the Division Director, the full time and part time faculty, and serves as division receptionist. This position also provides assistance to students and others. · **ORGANIZA ...
Office Associate

1 week ago

Grand Home Furnishings Martinsburg, United States

**At Grand Home Furnishing, we will always go above and beyond to make the customer happy.** Grand has built a reputation on excellent customer service which has enabled Grand to grow over the years and become the leading furniture and mattress store in every city and town we ser ...
ARCC Associate

1 week ago

Hagerstown Community College Hagerstown, United States Full time

SUMMARY STATEMENT:The ARCC Associate is responsible for performing the activities needed to support the College's physical education programs, intercollegiate athletic programs, county recreation programs, and selected community events. Responsibilities include setting up and mon ...
Transportation Associate

1 week ago

Amazon Services LLC Hagerstown, United States Full time

Are you ready to drive commercial motor vehicles locally from building to building and help Amazon deliver world class service? Transportation Associates will perform semi-trailer moves in the trailer yard, coordinate yard activities (such as checking in trailers, traffic flow, i ...
Paraprofessional Special Education STEP

1 week ago

Washington County Public Schools Hagerstown, United States

Paraprofessional Special Education STEP Program · Jonathan Hager Elementary School · Grade 6 of the ESP Salary Scale, Consideration is given for Pre-K - 12 teaching experience on a state issued professional certificate. · 7 Hours/Day, 10-Month Work Year · Minimum Requirements · ...
Temp-Merchandise Associate/ Cashier

2 weeks ago

Marshalls Hagerstown, United States Part time

JOB DESCRIPTION Opportunity: Contribute To The Growth Of Your Career · Responsible for delivering a highly satisfied customer experience proven by engaging and interacting with all customers, embodying customer experience principles and philosophy, and maintaining a clean and ...
General Dentist

1 week ago

Henry Schein DRS Hagerstown, United States Full time

Frederick County, MD · We are seeking a part-time, General Dentist to provide problem focused dental services in Frederick County, MD. Candidate must possess strong diagnostic and clinical skills with an · emphasis on oral surgery. This is a unique opportunity for Dentists look ...
Career Coach

4 days ago

Washington County Public Schools Hagerstown, United States

Role Overview · The Career Coach supports middle and high school students with career exploration and individualized career coaching services to identify potential careers and College and Career Readiness (CCR) pathways to prepare for their chosen careers. The position also suppo ...
Nursing Division Program Coordinator

1 week ago

Hagerstown Community College Hagerstown, United States Full time

SUMMARY STATEMENT:The Program Coordinator is responsible for classroom and laboratory teaching in the nursing program. In addition, the Coordinator is responsible for assessing, planning, implementing, and evaluating the program and students in conjunction with the Director of Nu ...
Mortgage Loan Officer

3 weeks ago

Fulton Financial Corporation Hagerstown, United States Full time

Overview · This is a commissioned career opportunity that will be based of the Hagerstown, MD market. · Solicits first mortgages through contacts with realtors, builders, and developers. Work with customers and prospective customers to assist them in identifying and securing a m ...
Inside Sales Representative

1 week ago

Fiserv Hagerstown, United States

You deserve to do what you love, and love what you do – a career that works as hard for you as you do. At Fiserv, we are more than 40,000 #FiservProud innovators delivering superior value for our clients through leading technology, targeted innovation and excellence in everything ...
2024 Corporate Analyst Program

1 week ago

Fiserv Hagerstown, United States

You deserve to do what you love, and love what you do – a career that works as hard for you as you do. At Fiserv, we are more than 40,000 #FiservProud innovators delivering superior value for our clients through leading technology, targeted innovation and excellence in everything ...
Senior Treasury Analyst

2 weeks ago

Fiserv Hagerstown, United States Full time

We are seeking self-motivated, collaborative, intellectually curious professionals with a strong work ethic to join our team. Our "grow from within" philosophy will prepare you for your next career move within Fiserv. Our Finance department has a tremendous success record and is ...
STORE CLERK TEMPORARY in HAGERSTOWN, MD S25896

2 weeks ago

Dollar General Hagerstown, United States

Overview · Dollar General Corporation has been delivering value to shoppers for more than 80 years. Dollar General helps shoppers Save time. Save money. Every day. by offering products that are frequently used and replenished, such as food, snacks, health and beauty aids, cleani ...
Business Office Associate

1 week ago

CarMax Frederick, United States

6032 - Frederick Urbana Pike, Frederick, Maryland, 21704 · CarMax, the way your career should be · Peer leader to Business Office Associates, responsible for processing and auditing paperwork associated with sales, leading self and others through daily business requirements, cash ...
Customer Service Associate

5 days ago

Oracle Elevator Holdco, Inc Hagerstown, United States

Summary Under limited supervision of the General Manager, performs various secretarial, office support, and customer service-related tasks according to standard operating procedures. Working hours are from 8:00 to 5:00. The Customer Service Associate is a direct report to the Gen ...
Client Service Associate

3 weeks ago

Jackson Hewitt Hagerstown, United States

Seasonal Client Service Associate · No experience necessary · January April 2024 · 40 hours x 16 weeks · $9,600 - $10,800 salary · Overtime paid at 1 1/2 · Bonus opportunity · MUST be willing to train before start of tax season · The CSA must be: · Courteous, Knowledge ...
General Manager

2 weeks ago

Marriott International Hagerstown, United States

Job Number · Job Category Property Leadership · Location Fairfield Inn & Suites Hagerstown, 89 All Star Court, Hagerstown, Maryland, United States VIEW ON MAP · Schedule Full-Time · Located Remotely? N · Relocation? N · Position Type Management · Additional Information: This hot ...