Administrative Assistant

Administrative Assistant I

We are currently looking for an Administrative Assistant I to make our team complete. This individual would work closely with the VMT director, instructors, and staff to ensure that the program runs smoothly and meets the needs of our students. Responsibilities of this individual would include, but are not limited to, assisting with admissions, advising, and tours; managing and maintaining student records and paperwork;

coordinating events and guest speakers; collecting graduate and employer data; and handling day to day office duties.

Salary Grade: 11

Please see Staff Compensation Structure or Skilled Crafts and Service Maintenance Compensation Schedule for salary ranges. For salary grade UC, these positions are "Unclassified" and salary ranges are determined by the hiring department.

Area of Specialization:
Veterinary Medical Technology Program

Essential Duties and Responsibilities:

Program Administration and Office Operations:

• Coordinate and support the administrative functions of the Veterinary Medical Technology Program.
• Maintain organized and confidential student, alumni, and program records in accordance with university policies and applicable regulations.
• Analyze and recommend improvements to office procedures, workflows, and record-keeping systems to improve efficiency and continuity of operations.
• Prepare reports, correspondence, spreadsheets, databases, and other administrative documents using university-approved software.
• Assist with the development, implementation, and maintenance of program policies, procedures, and administrative processes.
• Manage office supply inventories and assist with procurement of equipment, supplies, and materials required for program operations.
• Perform general office duties including filing, scheduling, answering inquiries, processing paperwork, and maintaining office records.

Student Services and Admissions Support:

• Assist with student recruitment activities, admissions processes, applicant tracking, and prospective student communications.
• Coordinate and schedule student appointments, program tours, orientation activities, and advising-related support functions.
• Maintain applicant and student databases and develop summary reports related to enrollment, admissions, retention, and graduation metrics.
• Serve as a primary point of contact for prospective and current students, providing information and directing inquiries appropriately.

Program Assessment and Accreditation Support:

• Collect, organize, and maintain data related to student outcomes, graduate placement, employer feedback, and other program assessment measures.
• Assist with data collection, record maintenance, and reporting requirements necessary for accreditation compliance and program assessment activities.
• Support preparation of reports and documentation for accrediting agencies, university administration, and institutional effectiveness initiatives.

Event Planning and Stakeholder Engagement:

• Coordinate the logistics of program meetings, advisory board meetings, recruitment events, continuing education programs, guest speakers, student activities, and special events.
• Maintain program calendars and coordinate scheduling for faculty, staff, and program activities.
• Assist with communication and outreach efforts involving alumni, employers, clinical partners, and prospective students.

Other Duties:

• Manage multiple schedules and coordinate appointments, meetings, and program-related activities.
• Provide general support to faculty, staff, and students as needed.
• Perform other duties as assigned

Minimum Qualifications:

Education:

High school diploma

Experience (yrs.): 4-6 years Directly related to the duties and responsibilities specified.

Substitution allowed:
Indicated education is required; no substitutions allowed. When a candidate has the required education, but lacks the required experience, they may normally apply additional appropriate education toward the experience requirement, at a rate of one (1) year relevant education per year of required experience.

Preferred Qualifications:

1. Bachelor's degree in accounting or business.

2. Experience in fund accounting.

Knowledge, Skills, and Abilities:

*…