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GENERAL SUMMARY:
Provides administrative and clerical support to assigned administrative staff and College personnel.
PRINCIPAL JOB FUNCTIONS:
1. *Commits to the mission, vision, beliefs and consistently demonstrates our core values.
2. *Provides excellent customer service, demonstrating the core values of Bryan College of Health Sciences and Bryan Health.
3. *Assigns/delegates work to other office staff to accomplish administrative tasks, refers work and performance issues to appropriate administrator for follow-up.
4. *Tracks, collects, copies and files financial documents (including invoices, requisitions, travel requests, capital request forms, etc.). Ensures that documents have appropriate signatures before routing them to the relevant department for processing. Reconciles monthly expense reports against record of invoices submitted to Management Accounting.
5. Provides support to college financial services departments by entering financial information into the student information system and accepting tuition and fee payments from students.
6. *Coordinates and maintains the Hastings location calendar and places meetings and events on all employee calendars.
7. Collaborates with the Registrar’s office to schedule rooms for classes prior to each semester. Prioritizes additional requests for the scheduling of meetings and internal and external events in Hastings location rooms.
8. Scans minutes for undergraduate nursing meetings and stores them electronically on the College shared drive.
9. *Provides phone coverage and relays messages in a timely fashion.
10. Types and copies documents for administrators and faculty as needed.
11. Sorts and routes department mail.
12. Monitors office machinery (copiers, printers, etc.) and arranges for repairs as needed.
13. Maintains files of undergraduate nursing program documents as requested.
14. *Inventories, orders and coordinates purchases and deliveries with appropriate departments; including skills lab and simulation.
15. Coordinates requests for facility maintenance, including classroom setup and contacting appropriate departments for handling requests.
16. Assists with welcoming new employees including facilitating phone set-up, ordering keys, ordering office nameplates, ordering business cards, having offices cleaned, etc.
17. Communicates with internal and external constituents for undergraduate nursing program.
18. *Coordinate with Dean of Undergraduate Nursing to obtain and record all undergraduate nursing program outcome data.
19. Participates in meetings, committees and department projects as assigned.
20. Performs other related projects and duties as assigned.
(Essential Job functions are marked with an asterisk “*”. Refer to the Job Description Guide for the definition of essential and non-essential job functions.) Attach Addendum for positions with slightly different roles or work-specific differences as needed.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
1. Knowledge of computer hardware equipment and software applications relevant to work functions.
2. Knowledge of business English and spelling.
3. Knowledge of general office procedures and standard clerical techniques.
4. Ability to evaluate work demands and delegate work tasks to others for timely completion.
5. Ability to exercise courtesy, tact, and professionalism in receiving office callers and visitors.
6. Ability to perform basic mathematical computations.
7. Ability to organize and maintain filing systems.
8. Ability to communicate effectively both verbally and in writing.
9. Ability to compose correspondence, memorandums, and routine letters.
10. Ability to maintain accurate logs and reports.
11. Ability to perform crucial conversations with desired outcomes.
12. Ability to establish and maintain effective working relationships with all levels of personnel and medical staff.
13. Ability to problem solve and engage independent critical thinking skills.
14. Ability to maintain confidentiality relevant to sensitive information.
15. Ability to prioritize work demands and work with minimal supervision.
16. Ability to maintain regular and punctual attendance.
EDUCATION AND EXPERIENCE:
High school diploma or equivalency required. Completion of two-year business school training program with focus on personal computers and general business machines preferred. Minimum two (2) years experience in an administrative support role required. Must demonstrate ability to type 45 wpm proficiently.
OTHER CREDENTIALS / CERTIFICATIONS:
None
PHYSICAL REQUIREMENTS:
(Physical Requirements are based on federal criteria and assigned by Human Resources upon review of the Principal Job Functions.)
(DOT) – Characterized as light work requiring exertion up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.