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Administrative Assistant II

Company: Victoria College
Location: Victoria
Posted on: June 6, 2021

Job Description:

Victoria College's Division of Allied Health is hiring for a full-time, benefits eligible Administrative Assistant II. This position provides secretarial, receptionist, and administrative assistance to the Vocational Nursing and Physical Therapist Assistant Programs. Performs a broad range of office and secretarial duties, within general guidelines, and with limited supervision and direction. The position requires knowledge of almost all aspects of the personnel and student functions. Performs complex assignments for a department, program and/or division.

Victoria College has been a respected community partner in the Crossroads region since 1925 and continues to offer quality, affordable educational opportunities to help our students achieve their dreams.

Victoria College embraces equity and inclusion and has earned recognition as one of the "Great Colleges to Work For" four years in a row, according to a survey by the Great Colleges to Work For program. Victoria College was also named to the survey's "Honor Roll" for two years in a row for being one of the top four schools in its two-year institution category nationally.

Duties & Responsibilities:
1. Provide prospective students with information regarding vocational nursing and physical therapist assistant programs application process, other Victoria College courses, student services, and local community resources and/or refer inquiries to appropriate personnel.

2. Correspond with applicants who had acceptable scores on the nursing entrance test and counsel applicants who did not obtain acceptable scores on the nursing entrance test. Inform them of available resources and encourage them to retake the test if needed.

3. Assist students and applicants with admission process (Hepatitis B series, immunization records, CBC, and transcripts)

4. Accept VN applications for each program year/start.

5. Accept PTA applications for each program year/start.

6. Submit VN applicants information to the Board of Nursing for criminal background check.

7. Organize and maintain incoming students files by obtaining records such as medical examination forms, intention response forms, CPR certifications.

8. Assist in compiling information packets for New Student Orientation Day every each program year/start.

9. Assist students with forms for WIOA, Child Care Assistance, loans and internal and external scholarships.

10. Assist with student management such as computer testing and proctoring of exams. Compile data results of standardized tests. Troubleshoot and assist with student activities in computer lab.

11. Register current students via Banner each semester.

12. Assist students in preparing applications for nurse aide, medication aide, vocational nursing licensure, and NCLEX-PN exam. Notarize applications as needed if applicable.

13. Organize and participate in Information Night for prospective students, contacting college departments and external agencies who will be participating in the event.

14. Maintain current student files daily by monitoring requirements (on the web-based data collection system) for clinical compliance.

15. Maintain VN graduate records as required by the Board of Nursing (Rule 214)

16. Maintain PTA graduate records as required by Commission on Accreditation in Physical Therapy Education (CAPTE).

17. Maintain Data Sheet for each cohort of students. Include all data required by the Board of Nursing and VN program.

18. Maintain Data Sheet for each cohort of students. Include all date required by CAPTE and the PTA program.

19. Maintain confidentiality of all student information.

20. File all documentation concerning all students and applicants.

21. Prepare correspondence, reports, exams, forms, flyers, presentations, etc. for Program Coordinator and faculty. Assist instructors with scanning exam/results and submitting data to the share drive.

22. Submit correspondence, reports, exams, forms, syllabi, etc. for Program Coordinator and faculty to Media Services for copying or copy material as directed by faculty.

23. Assist Program Chair/Coordinators with planning and implementing Advisory Council meetings and serve as secretary to the Council.

24. Schedule classroom/lab reservations as requested by faculty.

25. Assist in preparation of faculty/student community activities, such as field trips and health fairs.

26. Assist with planning of Pinning and other events and participate as needed.

27. Order and maintain supplies. In cooperation with Program Chairs/Coordinators, initiate purchase orders and check requests as needed. Initiate maintenance requests.

28. Backup secretary for ADN Program and AH Dean

29. Process mail for Coordinator and Faculty.

30. Maintain VC website updated with VN and PTA Program information

31. Perform other duties as assigned.
Qualifications:
  • High school diploma required
  • Associate's degree or five years equivalent work experience in lieu of degree required
  • Three years experience in an administrative position required
  • Strong office management, organizational, interpersonal, human relations and communications skills required, including ability to work effectively with diverse groups in a fast-paced environment
  • Ability to handle multiple tasks simultaneously
  • Ability to initiate and maintain accurate and detailed data and reports
  • Proficiency in the use of Microsoft Office applications
  • Willingness to travel occasionally and to work flexible hours as needed
  • Fast learner; proficient in MS Word and Excel, type 65 wpm
  • Ability to maintain confidentiality essential


PREFERRED QUALIFICATIONS
Experience with comprehensive computer information system such as
BANNER, Datatel, PeopleSoft, etc.
Physical Demands: While performing the duties of this job, the employee is regularly required to use hands and fingers to handle controls, key pads, etc. Will be required to sit and reach with hands and arms as well as, sit, stand and walk. The employee must frequently lift and/or move up to 15 pounds while loading office supplies and paper. Specific vision abilities required include close vision, some color vision, and the ability to adjust focus from documents to computer screen. Hearing of light to moderate sound is required by this job. The noise level in the work environment is usually moderate.

Keywords: Victoria College, Victoria , Administrative Assistant II, Other , Victoria, Texas

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