Administrative Assistant to the Division of Health Professions

Parkland College

1d • Onsite

About The Position

This position is an on-campus, full-time, 12-month appointment based in Champaign, Illinois covered by the Professional Support Staff (PSS) Union with an annual salary of $44,948.80.
The Administrative Assistant to the Division of Health Professions is responsible for providing confidential administrative support and assistance under the supervision of the Dean of Health Professions. The Administrative assistant is responsible for assisting the Dean of Health Professions, the Faculty Chairs, and the program directors/coordinators in managing the daily operations of the division. The Administrative Assistant must be able to work independently and accurately in designing data strategies, prioritizing projects, managing the operational flow of the offices in L and H Wings, greeting, and directing visitors and guests.
The Administrative Assistant position is a full-time, 12-month, Professional Support Staff appointment, on a schedule established by the Dean. The position requires the ability to communicate diplomatically, clearly, and effectively both verbally and in writing and to maintain positive working relationships with other employees. Ability to appraise student situations and provide information/directions to students, faculty and staff regarding campus policies, procedures, and processes for addressing and resolving various issues and complaints. The position involves access to and handling confidential records and information. The Administrative Assistant must be able to work effectively with the public in a high-volume environment with minimal supervision, frequent interruptions, and simultaneous tasks.

Requirements

• Associate’s degree in a related field with three (3) years’ experience working with the public.
• Two years of experience in database design and reports.
• Prospective new hires will successfully complete a post offer, pre-employment criminal background check with fingerprinting. The background check review includes, but is not limited to, exclusionary offenses per the Illinois School Code and Title IV of the Higher Education Act.
• Verbal, math, and analytic skills with the ability to collect, organize, and disseminate information with attention to detail and accuracy.
• Ability to handle confidential materials judiciously.
• Strong interpersonal skills.
• Ability to work under pressure and handle multiple varied tasks.
• Demonstrated competency with Microsoft Office Suite applications, database management, and the ability to quickly learn new systems as technology changes.
• Ability to operate and trouble shoot standard office equipment.
• Must be able to effectively deal with a wide variety of people and situations, some potentially stressful.
• Must be prepared to develop and deliver a writing sample if interviewed.
• Ability to work with individuals from various backgrounds.
• In an effort to comply with SURS return-to-work restrictions for employers (40 ILCS 5/15-139.5), candidates for employment at Parkland College must either not be a SURS annuitant or must be willing to suspend his/her SURS annuity upon employment.

Responsibilities

• Assist with Colleague data entry for faculty assignments (load) to create and analyze load reports with the assistance of department administration.
• Assist Program Directors and Chairs with intake of student cohorts (data entry, folders, acceptance letters).
• Manage Certified Nursing Assistant Registration through Maxient and Illinois Department of Public Health.
• Manage Health Professions website content for accuracy and coordinate with Marketing for website updates.
• Manage and create external contracts and relationships with agency administration.
• Maintain a database and files of external contracts and manage the currency of each contract.
• Work with the Dean, Faculty Chairs, and faculty on division projects.
• Supports the Dean in the development of division policies and procedures regarding office and business management flow.
• Purchase office supplies, maintain efficiency in office operations, and maintain a professional environment in division spaces.
• Work with program directors, faculty, and chairs to input clinical rotations into third party vendor.
• Work with the Chair and program directors/coordinators to assist with the edits of catalog and course information forms (CIF).
• Develop and implement databases, data collection systems, and other strategies that optimize efficiency and quality, and are error-free.
• Work with faculty each semester to obtain upcoming book orders to be sent to the Bookstore Manager.
• Process door access requests/changes for current faculty and staff.
• Work with Health Professions faculty and staff to provide awareness of upcoming events on social media and update on a regular basis.
• Work with Health Professions Operations Manager to ensure uniform management of department files, Colleague data entry, and employment related documents and evaluation records.
• Supply written information with a detailed eye for spelling and grammar.
• Handle all work orders for physical plant and IT equipment issues for the H-wing building.
• Assist in the processing of career agreements.
• Work with faculty to provide accurate phase sheets each semester for Academic Vice President’s Office.
• Provide clerical support; monitor and manage calendars and schedule meetings.
• Handle all inquiries (walk-in, phone, and email) from clinical agencies and accreditors, state and National officials, departmental chairs, faculty, program directors/coordinators, and students that come to the division office.
• Work with Dean, Faculty Chairs, and faculty with reservation requests for rooms and vehicles.
• Serve as a liaison with other campus departments and divisions.
• Apply information comprehensively, professionally, and centers on best options for student success and navigation of college policy and procedures.
• Appraise student situations and provide help to students, faculty and staff regarding college and departmental policy, procedure, and processes for addressing and resolving issues and complaints.
• Hire, schedule, and supervise student workers as needed.
• Assist in other Deans’ offices or in the Vice President of Academic Services’ office as required.
• Assist with Advisory Committee meetings; scheduling, note taking, etc.
• Maintain positive relationships with administrative assistants, department chairs, and administrative staff to coordinate activities, and carry out other duties.
• Perform other duties as assigned.

Benefits

• Robust benefits, including medical insurance with no monthly premiums, dental, life, disability, retirement plans, flexible spending, dependent care, EAP, work/life balance with generous paid time off, and tuition waiver.
• More information on the benefits package may be found online at our Benefits page .

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 251-500 employees