Assistant II - Nursing & Allied Health (Fairhope Job Fairhope area,Alabama USA,Administrative/Clerical

Position: Assistant II - Nursing & Allied Health (Fairhope)

Assistant II

The Assistant II performs clerical responsibilities in maintaining department, division, or campus records and other related procedures of the assigned department/office/campus following established policies and procedures, rules and regulations. Appropriate placement on the Alabama Community College System salary schedule E3-04.

General clerical responsibilities of all Assistant II:

Performs receptionist duties and telephone communications such as answering phones, taking/delivering messages, answering calls from the phone queue system (if applicable); greeting students, employees, and/or guests;
Scheduling appointments as necessary;
Opening, sorting, and appropriately distributing incoming and outgoing mail; and Answering routine questions to students, employees, and guests.

Performs general clerical responsibilities for the office, department, and/or campus including, but not limited to:
Calendar maintenance;
Operating general office and computer equipment;
Securing equipment repair as needed;
Assisting with travel arrangements and conference requirements; and Assisting employees with standard departmental procedures during peak work periods.

Performs record keeping and data entry responsibilities including but not limited to:
Organizing and maintaining office filing system;
Organizing and maintaining scanned documents;
Copying;
Recording and transcribing meetings;
Data entry into multiple databases at one time;
Typing correspondence (emails, memos, letters);
Entering, editing, maintaining, and retrieving information and/or data on spreadsheets, databases, or other College systems;
Assisting with reports and/or projects;
Distributing information as directed;
Assisting with the creation of brochures, flyers, and/or other materials;

Performs purchasing responsibilities for the office/department, including, but not limited to:
Creating purchase orders and processing requesting payment of invoices/requisitions;
Ordering office supplies;
Checking and maintaining office supply levels;
Receiving materials;
Verifying deliveries; and Assisting with periodic inventory.

Assists with the organization and facilitation of meetings and/or events upon request. Schedules rooms for meetings and schedules the use of any Distance Education facilities for meetings and events.

Resolves issues utilizing proactive critical thinking skills.

Cross trains with departmental staff and fills in for/assists other support personnel in the office in the event of absence, emergency, etc.

Keeps office neat and presentable. Ensures that any materials approved for shredding are shredded.

Makes suggestions to the Supervisor concerning improvement of the office, in keeping with policies and procedures.

May schedule and train student employees.

Performs all responsibilities using a high level of quality customer services to students and visitors.

Office/Department/Division or Campus Responsibilities:

Provides information on programs and courses to prospective students, responding to all inquiries with appropriate information and materials.

Assists students with problem solving/college related issues such as encumbrances, tuition issues, computer accounts, registration, etc. Also connects students to campus resources and opportunities.

Collaborates and communicates with enrolled students to obtain required records.

Assists with departmental projects including, but not limited to coordinating content and assembly of information/application packets, assistance with orientation sessions, pinning ceremonies, maintenance of student files, reinstatement requests, and other areas as assigned by the program directors, division chairs, and/or Dean of Nursing and Allied Health.

Works with directors to prepare reports for regulatory agencies as needed.

Communicates with/provides information to clinical facilities as assigned.

All positions at Coastal Alabama have the job responsibilities below:

Handles sensitive information in a confidential manner.

Maintains a highly professional attitude and demeanor at all times.

Provides responsible, appropriate, and satisfactory leadership on campus and within the College.

Communicates positively and…