Full-time Administrative Assistant-Nursing Dept

Mayland Community College•Spruce Pine, NC

10d

About The Position

Under general supervision, the Administrative Assistant provides clerical and administrative support to the Dean of Health Sciences Programs and part-time and full-time faculty. The position assists with Health Sciences Programs budgets, contracts, travel, requisitions, timesheets, instructional materials, clinical placement coordination, scheduling, and communications. It also supports the operation of the Instructional Services area and helps maintain compliance with college policies and federal regulations.

Requirements

Associate degree.
Three years of clerical, file management, and professional office experience.
Working knowledge of professional, clerical, financial management, and accounting practices.
Experience working with students and faculty to address issues and concerns and resolve conflicts.
Ability to deal tactfully and courteously with Board of Trustees members, college staff, students, and the general public.
Ability to assume responsibilities with minimal supervision, exercise initiative, make decisions, and handle routine matters independently.
Discretion in handling confidential information and sensitive materials.
Excellent interpersonal, organizational, and time management skills.
Effective written and oral communication skills.
Ability to maintain effective working relationships with other employees.

Nice To Haves

Community college experience is preferred.
Working knowledge of Mayland Community College and North Carolina Community College System policies, procedures, and operations.
Working knowledge of personal computers and Community College Datatel system modules, Microsoft Office Suite, Microsoft Word, Excel, e-procurement, and internet and e-mail services.

Responsibilities

Prepare instructional materials, including course, lab, and clinical documents, tests, handouts, and clinical schedules.
Coordinate clinical placements for Health Sciences students across clinical agencies and healthcare partners, including scheduling, required documentation, compliance tracking, and agency-specific onboarding.
Liaise with students, faculty, and clinical agency personnel to ensure students complete onboarding requirements and are cleared for clinical experiences.
Assist the Dean of Health Sciences Programs with drafting memorandums and correspondence for communication within the Instructional Services Division and across the college campus.
Order equipment and supplies for the Instructional Services area through Eprocurement and Etrieve.
Enter semester curriculum schedules into Colleague.
Assist the Dean with scheduling appointments, meetings, and interviews.
Arrange travel for the Dean and assist with faculty travel arrangements.
Greet students and visitors, answer information requests, provide directions, and refer students to appropriate staff or faculty.
Analyze faculty teaching loads and office hours to confirm a minimum of 32 hours per faculty member per semester under the college policy manual, and initiate schedule corrections to help avoid state audit problems.
Assist with preparing intent-to-hire forms for part-time faculty.
Collect and verify timesheets against contracts and obtain required signatures.
Collect contract fulfillment verification forms and 10% reports at 10% or upon completion of the semester for independent study.
Prepare, submit, maintain, and review faculty requisitions for compliance with federal regulations, and charge expense requisitions to appropriate line items.
Prepare analytical reports on budget expenditures, course enrollment, distance education activities, and other matters as needed.
Verify with the Controller the status of Administrative Services accounts related to payroll, travel, and supplies for nursing faculty activities.
Maintain professional and technical knowledge by reading professional publications and attending workshops and conferences as appropriate.