Administrative Assistant to Accredited Programs

Ferrum College • Ferrum, VA

1d • Onsite

About The Position

The Nursing, Teacher Education, and Social Work programs at Ferrum College are seeking an organized, dependable, and service-oriented Administrative Assistant to provide essential administrative and operational support across all three academic programs. This is a full-time, 10-month staff position shared among the three programs. The position plays an important role in supporting departmental operations, faculty, students, program activities, accreditation requirements, and day-to-day administrative functions.

Requirements

• High school diploma or GED.
• Two to four years of related administrative experience, preferably supporting senior-level management in an academic or higher education environment.
• Proficiency in Microsoft Office, including Excel, Word, and PowerPoint.
• Strong mathematical and organizational skills.
• Effective verbal, written, and interpersonal communication skills.
• Ability to manage multiple priorities and projects with limited supervision.
• Ability to exercise discretion and maintain confidentiality.
• Ability to organize, prioritize, and complete assignments accurately and within established deadlines.
• Ability to establish and maintain effective working relationships with faculty, staff, students, administrators, and external partners.
• Ability to adapt to changing workloads and departmental priorities.

Nice To Haves

• Bachelor's degree (BA, BS, or equivalent) preferred.
• Experience working in a higher education or academic environment.
• Experience supporting multiple departments, programs, or senior-level administrators.
• Experience with budget monitoring, purchasing, financial reporting, or administrative records.
• Experience working with accreditation, clinical placement, field experience, or student program records.

Responsibilities

• Provide general administrative and operational support to the Directors of Nursing and Social Work and the Program Coordinator of Teacher Education.
• Provide day-to-day administrative assistance to support the efficient operation of all three academic programs.
• Answer and transfer telephone calls effectively, take accurate messages, and respond to routine questions and concerns.
• Greet visitors and provide information regarding College procedures and departmental activities.
• Respond professionally and promptly to telephone and email inquiries.
• Draft correspondence, memos, reports, forms, schedules, agendas, and other departmental documents.
• Prepare meeting agendas and minutes and maintain accurate departmental records.
• Sort and distribute mail and faxes in a timely manner.
• Perform data entry, copying, scanning, and other administrative duties as needed.
• Operate standard office equipment effectively and participate in applicable training and in-service activities.
• Coordinate and maintain calendars for departmental personnel.
• Schedule appointments, examinations, meetings, and other activities.
• Maintain accurate appointment and examination information.
• Promptly communicate scheduling changes to appropriate faculty and staff.
• Assist with coordinating departmental meetings, advisory committees, program events, ceremonies, and special activities.
• Maintain, organize, retrieve, and securely handle student, departmental, accreditation, and program-related records.
• Assist with maintaining student files and clinical agreements.
• Assist with the coordination and maintenance of student placement, field experience, clinical, and certification-related records as applicable to each program.
• Prepare and maintain accreditation materials and supporting documentation.
• Ensure records and documentation are accurate, complete, organized, and maintained according to established procedures and timelines.
• Maintain confidentiality of sensitive student, financial, departmental, and program information.
• Monitor and track departmental budgets.
• Prepare purchase requisitions.
• Process invoices and check requests.
• Run monthly financial reports to assist with balancing departmental budgets.
• Coordinate travel reimbursements.
• Order office supplies and maintain appropriate inventory levels.
• Maintain accurate and confidential financial documentation.
• Provide high-quality service and courtesy to students, faculty, staff, visitors, and external partners.
• Respond positively and professionally to customer needs and requests.
• Identify and resolve customer service concerns with flexibility and promptness.
• Maintain a professional appearance, demeanor, etiquette, and respect for privacy.
• Promote a positive public image of Ferrum College and the departments served.
• Demonstrate a student-first approach in all interactions.
• Work collaboratively with faculty, staff, students, College departments, and external partners.
• Promote departmental efficiency and continuous improvement.
• Maintain dependable, punctual, and flexible work habits.
• Manage assigned workload independently while assisting team members when needed.
• Share knowledge and information with colleagues.
• Build and maintain positive working relationships.
• Participate in committees and special projects as assigned.
• Adapt to changing workloads and priorities to help meet departmental needs.
• Promote Ferrum College's mission and values.
• Demonstrate good judgment by gathering appropriate information, evaluating options, and identifying possible solutions.
• Perform responsibilities in an organized and efficient manner.
• Prioritize multiple assignments and distinguish between urgent, priority, and routine tasks.
• Follow through on assignments and consistently produce complete, accurate, professional, and timely work.
• Follow established College policies, procedures, and departmental practices.
• Identify opportunities for process improvement and make appropriate recommendations.
• Use feedback effectively to improve performance and departmental operations.
• Maintain current knowledge of policies, procedures, systems, and issues affecting assigned responsibilities.
• Maintain current knowledge and competency related to assigned responsibilities.
• Participate in required training, in-services, and professional development activities.
• Maintain proficiency in Microsoft Office and department-specific software.
• Stay current with changes to College policies, procedures, and departmental requirements.
• Complete required education, training, competencies, and continuing education.
• Share new knowledge and skills with other staff when appropriate.
• Perform special projects and other duties as assigned.

Benefits

• Full-time, 10-month employment.
• Comprehensive benefits package in accordance with College policies.
• A collaborative and supportive campus environment.
• Opportunities for professional development and continuing education.
• The opportunity to work directly with faculty, staff, and students.
• A diverse range of administrative responsibilities and special projects.
• The opportunity to contribute to the success of Nursing, Teacher Education, and Social Work programs.
• An environment that values teamwork, professionalism, service, and student success.

What This Job Offers

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