Support Specialist - Health & Sciences

Position Title

Support Specialist - Health & Sciences

• Non-Exempt
• Part Time
• Up to 25 hours per week
• Work Schedule:
  
  Monday-Friday
• Salary: $23 hourly

Responsible for coordinating and performing various advanced and detail-oriented processes, in addition to providing administrative and clerical support for the division, including all full-time and part-time faculty, and staff and divisional leadership. Provide direct support to the Office Manager, Dean, and Associate Deans of division. Able to maintain a positive and welcoming environment. Also, serves as a liaison between the instructional divisions and the campus community, including students, staff, faculty, community members, vendors, guest speakers, and more.

• Provides coverage of division office for division-specific phone line, email, etc.
• Communicates knowledgeably, responsively, and with cultural competence at all levels within college and community when answering office telephones or greeting visitors on behalf of the Dean and the Division.
• Responds to internal and external communications in a timely manner and resolves all in-person/phone/email inquiries, problems, and requests in relation to college policy and divisional processes and provides accurate information or direct inquiries to appropriate staff.
• Support distribution of student items (ex: course material/equipment loans and relevant department badges, etc.).
• Support division faculty with needed drop-offs (Test Center), as needed.
• Maintain electronic filing system and division drives, digitize files as needed.
• Draft, edit, review, word process, and manage correspondence, reports, and memos as required.
• Facilitate notification of daily class cancellations, signs, email notifications, etc.
• Posts needed signage on classrooms to notify students of class changes/last-minute cancellations or room changes; clears outdated divisional signage.
• Troubleshoots/arranges repair and replenishment of copy machines, printers, toners, and appliances as needed.
• Supports scheduling meetings, interviews, etc. for hiring or other divisional purposes.
• Maintains and restocks division supply storage areas, adjunct work spaces, mailboxes, and basic kitchen maintenance (multiple locations/buildings).
• Supports new divisional full-time faculty and staff onboarding (keys, swipe card access, supplies, mailbox creation, other admin processes, as needed).
• Assist staff and/or faculty with HCC procedures, processes, policies, office hardware, and more.
• Assists with lockouts, swipe card access for lactation rooms, conference rooms, and other specific divisional spaces.
• Assist with the collection of Full Time Faculty office hour schedules.
• Creates, maintains, and updates spreadsheets and organizational systems to collect and track divisional information.
• Monitors and responds to Team Dynamix requests (i.e. general student inquiries, lockers, substitute forms, purchase/travel reimbursements, etc).
• Support Office Manager with updating division website/portals/Canvas/Teams site with centralized procedure instructions, documents, and data tracking.
• Maintaining division contact directory and distribution lists.
• Process Ellucian Colleague data retrieval requests.
• Support Division supply distribution as needed and coordinates mail distribution and collection across different buildings.
• Assist with division-based events (i.e., catering, set-up, room requests, etc.).
• Monitor and respond to Division Office emails and voicemails, as needed.
• Other duties as assigned.

Associate's degree

• Associate's degree and 1 year of experience in administrative support, or an equivalent combination of education and related experience.
• Experience in Office 365 applications (Word, Excel, Outlook, Teams, One Drive, etc.).
• Experience in Adobe Acrobat Pro.
• Possess internet and digital literacy skills, including webpage applications and maintenance.
• Ability to operate a personal computer, electronic mail, multiline telephone system including voicemail, copier, Scantrons, fax machine, calculator, Laser Jet and Desk Jet printers and scanner.
• Ellucian Colleague experience and/or knowledge…