Specialist II, Div. of Allied Health (Part-Time)

Job Summary

Under limited supervision and as a member of the program support team, provides Allied Health Division programs and faculty clerical and administrative support.

This job requires a block of 4 to 5 hours daily with a set afternoon schedule.

Essential Responsibilities and Duties Perform faculty / division support duties including, but not limited to : · Maintain updated desk reference manual.

• Proofread documents, and review to ensure they comply with set requirements.· Draft and submit request forms to Associate Dean to fill faculty requests (ie purchase requests).
• Secure needs for approved campus visitors (ie guest speakers). Including arranging for parking, certificates of appreciation, etc.
• Track division equipment, submitting surplus requests and completing annual inventories.· Assist faculty in the classroom when needed, such as for assistance in class projects, testing, etc.

Perform routine clerical functions and reception duties including, but not limited to : · Answer and screen incoming calls, directing as appropriate.

• Greet and direct individuals arriving within the division office.· Copying, scanning, filing, shredding, printing, and other clerical duties as requested.
• Maintain division calendar and contact lists.· Maintain Division office workroom and ensure appropriate supplies are available.
• Receive and distribute mail for the division.· Track ordered items and receive packages, distributing items as appropriate.
• Maintain list of textbooks used within the division and report as directed to book store.· Take meeting minutes.

Additional responsibilities : · Produce finished quality memoranda, documents, correspondence, and reports.· Working knowledge of Microsoft Office suite, Microsoft Teams and Canva.

Other duties as assigned. Essential Responsibilities and Duties Continued Minimum Qualifications · High School Education or equivalent.

Preferred Qualifications Preferred Qualifications : · College coursework or related work experience in an executive office support position or customer service setting.

• Experience working in an educational environment.· Experience working in a post-secondary educational institution. Knowledge, Skills & Abilities -Eager and willing to learn.
• Maintains and safeguards confidentiality including : student / faculty / staff personal information, personnel issues, interpersonal situations, and division specific information.
• Communicates effectively internally and externally representing the division and college.-Works well both individually and in a team.
• Self-motivated and flexible.-Proficiency in using Microsoft Suite and Adobe products, specifically Excel, Word, Outlook, Adobe reader, and Canva-Excellent writing skills, including spelling, grammar, and proofing-Mathematical competency in adding, subtracting, multiplication, division, and percentages-Attention to detail.
• Displays a positive, uplifting, and supportive demeanor with others in written and spoken communication.-Completes work within established timelines.
• Maintains a calm presence in a fast-paced demanding environment.-Able to transition between tasks quickly, efficiently, and effectively.
• Maintain records (electronic and paper) efficiently and effectively within established protocol.-Possesses good time management, organization, and critical thinking.
• Utilizes effective interpersonal problem-solving and public relation skills with a variety of people.
• Ability to communicate effectively with a broad range of people with a variety of abilities and backgrounds, to maintain good working relationships across the College.

Ability to work with all groups from a variety of academic, socioeconomic, cultural, and ethnic backgrounds, and with community college students, faculty, and staff, including those with disabilities.

Non-Essential Responsibilities and Duties