Job description

The Administrative Assistant provides comprehensive secretarial support for the coordination of clinical education laboratory instruction for programs in American Sign Language and Deaf Studies (ASLD), Emergency Medical Studies (EMT), Health Science, Health Information Technology (HIT), Physical Therapist Assistant (PTA), Paramedic (PMD), Practical Nursing (PNU), and Respiratory Care (RSP) in the Division of Allied Sciences at Union College. General responsibilities include assisting Program Directors creating and maintaining student records; ordering and maintaining inventories of supplies for laboratories and clinicals; providing customer service to students, faculty, staff, and clinical partners; scheduling meetings for each program, mailing, creating, and updating program documents, making copies, sending faxes, answering phones, and filing.

Characteristics, Duties, and Responsibilities
The Administrative Assistant assists the Program Director, Director of Clinical Education and other academic or laboratory staff with administrative tasks. General responsibilities include assisting with:

• providing customer service to students, faculty, and staff planning, scheduling, and coordinating meetings, conferences, and guest speakers
• creating, maintaining, and organizing student academic, clinical, and laboratory records
• preparation and revisions of the student handbook and clinical education manual
• ordering and maintaining inventories of supplies for laboratories and clinicals
• maintaining and organizing program accreditation documents
• preparing and updating student clinical and academic materials
• mailing, creating, and updating program documents, making copies, sending faxes, answering phones, and filing.
• distributing all student clinical affiliate documentation and reports, as needed
• coordinating the distribution of student clinical and laboratory material.
• the administration of graduate, clinical affiliate, and director surveys.
• other duties as assigned

Education Requirements
Associate Degree required

Experience
Expert knowledge of Microsoft Windows Office software applications.

Competencies and Skills Required

• Curiosity
• Quick Study
• Knowledge of general office practices and procedures.
• Strong organizational, verbal, and written communication skills.
• Ability to keep accurate records.
• Ability to prioritize and meet deadlines.
• Excellent oral and written business English communication skills.
• Ability to deal tactfully and courteously with faculty, students, staff, and general public.
• Ability to work independently without supervision.
• Ability to work simultaneously on multiple projects and with shifting priorities.

Physical Demands and Work Environment

• This position’s duties are normally performed in a typical interior/residence work environment, based on the activity scheduled.
• Some physical effort required; however, the employee must occasionally lift and/or move up to 25 pounds.
• No or very limited exposure to physical risk.
• Some travel required.

Salary $25/hr.
Additional Information
Union College does not discriminate and prohibits discrimination, as required by state and/or federal law, in all programs and activities, including employment and access to its career and technical programs.

Union College is an EEO/AAP Employer/Protected Veteran/Disabled

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Disclaimer: This job description outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management’s right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons.

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We offer a comprehensive benefits package for full-time faculty and staff which includes Medical, Dental and Vision Benefits. We also offer twenty vacation days, ten paid holidays, and a ten-week summer work schedule which allows the college to close on Fridays. Other additional benefits include gym privileges, tuition remission for credit and non-credit courses at Union College, and tuition reimbursement for an approved degree program at an accredited college or university.

Terms of Employment
Part-time; hours not to exceed 25 per week. Flexible schedule to meet department needs. Some evening, weekends, and extended hours will be required. Ability and willingness to travel on short notice to all on and off- campus sites as needed by the college. Mandatory overtime is required throughout the year, especially at peak times. Employee must establish primary residency in New Jersey within one year of appointment unless an exemption applies.

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