Practical Nursing Administrative Assistant - Milton, PA, United States - Central Susquehanna Intermediate Unit

Description

JOB LOCATION:
Central Susquehanna LPN Career Center, 15 Lawton Lane, Milton, PA 17847


ORGANIZATIONAL RELATIONSHIPS:

The Practical Nursing Administrative Assistant reports to the Central Susquehanna LPN Career Center Director of Operations and in their absence, to the Dean of Students.

This position works cooperatively with the Administrative Specialist and Practical Nursing Program Instructors.


JOB DEFINITION:

The Practical Nursing Administrative Assistant provides secretarial, technical, and marketing support for the LPN Career Center operations as assigned by the Central Susquehanna LPN Career Center Director of Operations.

ESSENTIAL DUTIES and RESPONSIBILITIES:

• Assist the Director of Operations and Administrative Specialist in marketing the Central Susquehanna LPN Career Center to potential students, funding sources, and employers through telephone and electronic contacts; provide accurate program information orally and in writing to prospective program clients, community members, civic groups, other organizations, and CSIU program staff.
• Assist the Director of Operations and Administrative Specialist in monitoring student payments, Stafford Loan checks, and other deposits, submit financial reports on financial aid and program operations on a daily basis or as needed and physically deliver vouchers and deposits to the CSIU Business Office as needed.
• In cooperation with the Administrative Specialist, assist students in the process of applying for financial aid from federal, state, and local sources and maintain and monitor computerized student tuition accounts in cooperation with the Business Office.
• Assist the Administrative Specialist with student account data as per financial aid procedures.
• Assist the Administrative Specialist to process and certify federal applications for Stafford Student Loans for the Central Susquehanna LPN Career Center.
• Monitor and maintain applicant records throughout the admission process, including routine correspondence, transcripts, references, pre-entrance examination schedules and results, committee review, and enrollment procedures (physical forms, CPR, textbook and uniform orders, etc.)
• Assist the Director of Operations in maintaining accurate and current faculty, student, and program records in both electronic and manual forms, including required reporting of information to Federal, State, and County entities. This includes comprehensive reporting responsibilities for
• Federal- CORA / Clearinghouse updates on active students, VA reports;
• State - CATs, Vocational Education, PA Secure ID, PIMS, TAA;
• County - attendance for students with childcare.
• Assist the Director of Operations and Administrative Specialist in the design and preparation of marketing and advertising materials for LPN and related programs in coordination with the community-relations staff.

* of Operations

• Assist the Director of Operations and Administrative Specialist in preparing for end-of-year program and financial aid reports and audits.
• Prepare and file purchase requisitions, purchase orders and other Business Office forms; order office and instructional supplies and materials as needed.
• Promptly compose, prepare, and mail memos, letters, and other correspondence as requested.
• Assist the Director of Operations in preparation and coordination of program-related meetings.
• Handle telephone and other communications with community members, clients, agencies, and other CSIU program staff.
• Perform typing, duplicating, and filing for Practical Nursing program staff, including examinations and other instructional materials necessary for the educational program.

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Assist program staff with special projects as needed.
• Assume other job-related duties as requested by the immediate supervisor or designee.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED:

• Minimum requirement is an Associate's degree in business, technology, computer applications, or related area and one (1) year of experience working as an administrative assistant, school business, data entry/data management, or technology area required. Will consider a High School Diploma or equivalent General Education Diploma (GED) and a minimum of six (6) years' work experience as an administrative assistant, school business, data entry/data management, or technology area. An Associate's degree or higher is preferred.
• Experience working with a variety of government agencies, in particular WIA and county assistance offices, is preferred
• Excellent computer skills, including proficiency using Microsoft Office (Word, Excel) to create documents/spreadsheets and proficiency using Google Platforms and email systems with attachments.
• Adept at using virtual meeting platforms such as Skype, Zoom and Microsoft Teams.
• Excellent organization, task-management and prioritization skills required to coordinate and prioritize multiple projects simultaneously with disparate timelines is essential and to handle the constant information flow.
• Excellent interpersonal, verbal and written communication skills including customer service skills. The ability to express ideas clearly and concisely is
• Ability to gather facts, analyze and summarize pertinent data, recognize potential problems and recommend alternative solutions.
• Ability to handle large volume of detailed manual and electronic records with accuracy required.
• Ability to establish and maintain effective working relationships with all constituencies.
• Receptive to learning new skills and responsibilities as the job requires.
• Excellent math skills needed and ability to operate a calculator.
• Ability to maintain confidentiality and interact with co-workers, field staff, and businesses in a positive, professional manner.
• Ability to work independently with minimal supervision in a responsible and professional manner.
• Must stay current with CSIU policies.

ADDITIONAL ELIGIBILITY QUALIFICATIONS:

• Current, approved Act 34 (PA State Police), Act 151 (PA Child Abuse Registry) and Act 114-FBI Fingerprint clearances are required and must be renewed at appropriate, specific intervals pursuant to Act 153 of 2014 (revised Act 15 of 2015).
• Current, approved Act 126 Mandated Reporter Training certificate showing completion of a minimum of three (3) hours training every five (5) years.

PROFESSIONAL DEVELOPMENT REQUIREMENTS:
Complete professional development opportunities as recommended by the immediate supervisor or required of the position.


PHYSICAL REQUIREMENTS:

• Sedentary: Able to sit for extended periods of time, occasional walking, standing (as necessary) and able to lift and carry up to 25 pounds.
• Dexterity: Finger movements (computer keyboard, calculator), eye-hand coordination (office equipment, etc.).
• Audio-

Visual Requirements:
Within normal range with or without correction.

• Is able to move throughout all buildings, floors and grounds.
• Worksite Environment: Primarily indoors-office setting with occasional exposure to outdoor elements/climate during the day.
• Mental demands: Steady response to unpredictable situations, ability to remain calm and productive during stressful situations. Demonstrates independent judgment, discretion and is able to manage multiple projects and deadlines.
• Ability to travel to various work site locations and meetings as needed.

TIME AND SITE REQUIREMENTS:

• This is a full time non-exempt position following a 12 month, 260 day schedule consisting of 7.5 hours a day, 37.5 hour per week. Additional working hours must be pre-approved by immediate supervisor.
• The duties of this position normally can be completed during the regular work day; however, occasional evening and overnight meetings will be required.
• Attendance at work is a requirement of this position; any and all absences must be approved by the immediate supervisor.

CSIU PROPERTY AND CONFIDENTIALITY REQUIREMENTS:

• All property, including intellectual property, materials, equipment or actual products and services developed or accrued as part of the job duties and responsibilities listed above, is the property of the CSIU. It may not be used for personal profit or gain and will be relinquished to the CSIU upon termination of employment from the CSIU.
• The person in this position shall maintain confidentiality with regard to the personal and private information about clients and coworkers, programs and services and any other proprietary information accrued as a result of CSIU employment or as required by state or federal laws and regulations.
• The person employed in this position must adhere to all requirements identified in the code of professionalism entitled "Ambassadors Are Professionals, Too" and CSIU Administrative Regulation 317-AR-1 CSIU Service Standards.

The position holder must be able to perform the essential job functions with or without reasonable accommodation.

It is the responsibility of the employee to inform their supervisor and the Director of Human Resources of any and all reasonable accommodations that will be required.