Title: Administrative Secretary
Employee Classification: Clerical & Secretarial
Institution: Roane State Community College
Department: Health Sciences
Campus
Location: Roane State Community College
Job Summary
The Administrative Secretary for the Health
Sciences Division provides high-level administrative support to ensure smooth operations within the division.
Job
Duties
- 1. Communicates with program directors regarding due dates for: a. Semester course schedule b. Projecting
adjunct faculty needs c. IDEA evaluation timeline d. Other needed information - 2. Inputs course schedule into Banner and provides
Program Directors with a draft for proofing. - 3. Works with Dean to ensure ongoing operation of the Division Office.
- 4. Works
with the Dean to finalize the semester workload. - 5. Prepares faculty roster that accompanies the workload report.
- 6. Pulls
faculty contracts through FLAC each semester. - 7. Reviews faculty licensure each semester (maintains a log of faculty licensure
renewal). - 8. Works with program directors/clinical coordinators to ensure timely renewal of the clinical affiliation
agreements. - 9. Maintains and updates the clinical affiliate contract log.
- 10. Reads incoming mail and routes that not
requiring the supervisor’s attention (this does not include reading emails in Deans’ inbox). - 11. Composes routine and non-routine
correspondence independently. - 12. Prioritizes various tasks/projects to ensure timely completion.
- 13. Utilizes a variety of
communication modalities (written and verbal) to ensure smooth operation of the division and timely completion of duties/tasks. - 14.
Develops and maintains office filing system. - 15. Operates a computer and utilizes a variety of software packages.
- 16. Inputs
requisitions for various purchasing requests. - 17. May assist faculty with preparation of materials for both classroom use and for
other general and office purposes. - 18. Answers incoming phone calls and provides appropriate information and/or routes call to
appropriate person. - 19. Monitors and maintains inventory of supplies, forms; initiates ordering process as necessary.
- 20.
Assists in maintaining supervisor’s calendar. - 21. Provides training and troubleshooting assistance to faculty and staff on the use
of copiers, computers, and other technology hardware and software. - 22. Ensures daily mail pick up/delivery.
- 23. Assists
program directors with preparation for accreditation site visits. - 24. Serves as a resource to assist program directors/faculty with
completion of required forms: a. Food forms b. Travel c. Field trip d. Hire package - 25. Collects syllabi to fulfill SACS requirement
per semester. - 26. Maintains and organizes faculty information required to teach (i.e., licensure, certification, etc).
- 27.
Works with program directors to ensure timely completion and submission of adjunct paperwork. - 28. Maintains and monitors budget
expenditures and makes reports as required. - 29. Researches policies, procedures and guidelines for supervisor and
faculty. - 30. Develops and maintains personnel, financial, statistical, and other important records.
- 31. Responsive to
student requests/inquiries. - 32. Assists with calling students enrolled in classes that have been cancelled.
- 33. Assists with
onboarding of students as needed. - 34. Ensures ongoing communication with Dean regarding duties/responsibilities and leave.
Minimum Qualifications
* Associate Degree with prior office experience.
Preferred
Qualifications
* Prior work in an educational setting preferred.
* Prior experience utilizing Banner preferred.
Knowledge, Skills, and Abilities
* Knowledge and expertise using a variety of office related computer software
packages
Source ⇲
