Administrative Assistant II

Kentucky Community and Technical College System • Mount Sterling, KY

7d • Onsite

About The Position

The Administrative Assistant II provides administrative and operational support to the Allied Health and Nursing divisions across the Rowan and Montgomery campuses. This position requires an in-person schedule split between both campuses each week, typically three days at Rowan and two days at Montgomery, with travel between campuses required. Responsibilities include supporting daily division operations, maintaining Kentucky Board of Nursing (KBN) compliance as the designated clerical staff for the Nursing Division, assisting with ACEN accreditation, and meeting institutional requirements. Duties include document preparation, student records management, class scheduling, admissions processing, budget coordination, purchasing, travel support, internal and external communications, and assisting faculty and leadership with data collection, reporting, and accreditation and program review activities. This is an on-site position in a primarily office-based environment.

Requirements

• High school degree with 1-3 years of relevant experience.
• Strong organizational and problem-solving skills
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and ability to learn institutional systems (e.g., PeopleSoft)
• Ability to prioritize, multitask, and meet deadlines in a fast-paced environment
• Strong written and verbal communication skills
• Ability to handle confidential and sensitive information with discretion
• Knowledge of office procedures, purchasing policies, and record-keeping systems
• Capacity to work collaboratively with faculty, staff, administrators, and external stakeholders
• Attention to detail and accuracy in data entry, financial reconciliation, and record maintenance

Nice To Haves

• Associate's degree and/or relevant experience.

Responsibilities

• Serves as dedicated clerical staff for the Nursing Division on each campus, ensuring the Nursing program has sufficient clerical assistance to serve the program administrator, faculty, and students in accordance with 201 KAR 20:260.
• Prepare, copy, and distribute meeting minutes, reports, correspondence, exams, quizzes, MOAs, program information sheets, and other division documents. Meeting minutes must be retained for at least five years.
• Develop and maintain electronic and paper forms used across the Allied Health and Nursing Divisions.
• Facilitate communication between faculty, staff, students, and external partners to ensure timely and accurate information flow.
• Supervise maintenance of files on all admitted and pre-admission Nursing students, ensuring records meet KBN documentation requirements.
• Update student records to reflect program requirements and progress.
• Develop and maintain applicant pool lists for RN and PN Admissions Committees based on student pre-admission conference paperwork.
• Support admissions and enrollment processes for Allied Health and Nursing programs, ensuring compliance with institutional, state, and accrediting body standards.
• Enter class schedules into PeopleSoft each semester for the Allied Health and Nursing Divisions.
• Generate course rosters, reports, and queries as needed from institutional systems.
• Enter and monitor work orders for faculty requests through the work order system.
• Collaborate with other divisional assistants to perform purchasing and budgeting functions.
• Manage current expense and equipment budgets (including Perkins funds), often exceeding $100,000 annually.
• Process orders, requisitions, pro-card requests, payments, budget revisions, and related purchasing forms in accordance with institutional policies.
• Perform monthly reconciliations, credit card edits, and maintain accurate budget records.
• Maintain divisional inventories and ensure compliance with institutional and grant reporting requirements.
• Process travel and reimbursement requests for all Allied Health and Nursing faculty, including registration, reservations, and transportation arrangements.
• Ensure travel forms and processes comply with institutional policies and budgetary guidelines.
• Provide administrative support to Nursing programs to ensure compliance with KBN regulations and institutional requirements.
• Assist faculty and administrators in compiling, tracking, and maintaining data needed for ACEN and other accrediting body reports.
• Support preparation for accreditation reviews and site visits (ACEN, KBN, and other regulatory agencies) by organizing documentation, maintaining timelines, and ensuring readiness of materials.
• Monitor ongoing compliance documentation (e.g., faculty credentials, curriculum records, program outcomes data) to support accreditation and regulatory reporting.
• Collaborate with program coordinators to plan and facilitate Nursing and Allied Health Advisory Board meetings, including arranging catering, managing attendee communications, and preparing and distributing meeting minutes in alignment with accrediting body standards and Perkins funding requirements.

Benefits

• Exceptional health care, vision, and dental coverage for you and your family
• Tuition reimbursement/waiver for you, your spouse, and dependents
• 403(b) retirement plan: a 5% employee contribution receives a 10% employer match
• Vacation/Sick Time
• Work-Life Balance
• 9.5 Paid Holidays
• 2 Weeks Institutional Closing Pay (Last 2 weeks of December) for qualifying positions
• Employee Assistance Program

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED