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

Hagerstown Community College
Hagerstown Community College
Verified Company
Hagerstown, United States

2 weeks ago

Mark Lane

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Mark Lane

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Description

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.


ORGANIZATIONAL RELATIONSHIPS
A. The Administrative Office Associate III reports directly to and is responsible to the Division Director.

B.

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.

C. This position may require the supervision of assigned student workers and/or volunteers.


ESSENTIAL DUTIES
A. Provides 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.
  • 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.
B. 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:
a. collect all health forms including immunizations and drug screen results.

b. collect copies of CPR certification.

c. update information for annual PPD screening and CPR recertification.

d. collect criminal background checks results.

e. maintaining the security of all files.

C. 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.
D. 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.
  • Researches textbook publications and orders new editions and instructional materials for faculty.
E. Provides assistance to students and others.


  • 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.
  • 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.
F. 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 a
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