Administrative Assistant

Austin Community College; United States; On-site; USD 34,298 - 51,793; Full time

Job summary

A community college in the United States is seeking a dedicated Administrative Assistant in the Health Professions department. The role requires proficiency in communication, office management skills, and at least an Associate’s degree. You will be responsible for supporting administrative functions, maintaining confidentiality, and preparing various professional documents. This position offers a salary range of $34,298 to $51,793 based on experience.

Qualifications

• Minimum two years of work experience in a fast-paced office environment.
• Must have good written and verbal communication skills.
• Ability to maintain confidentiality and manage multiple priorities.

Responsibilities

• Maintain confidentiality and provide excellent customer service.
• Manage the Associate Dean’s schedule and greet visitors.
• Prepare reports, budgets, clinical contracts, and maintain records.

Skills

Knowledge of medical terminology

Office management skills

Communication skills

Computer proficiency

Education

Associate’s Degree or equivalent

Tools

Microsoft Office (Excel and Word)

Job description

The Administrative Assistant in the Health Professions department is responsible for a variety of complex clerical operations frequently requiring specialized secretarial knowledge and skills. Work involves the application of imitative and independent judgment for management of the office. Employee is responsible for making decisions requiring knowledge of applicable functions, rules and regulations of the institution in which employed.

Salary Schedule Placement: Appropriate placement on Salary Schedule E4 05 ($34,298- $51,793) based on experience.

Essential Duties and Responsibilities

• Good knowledge of institution’s program of studies related to mission, goal and organization.
• Maintain strict confidentiality.
• Excellent human relations skills.
• Skilled and effective in oral and written communication.
• Knowledgeable of business English, spelling, medical terminology, punctuation and business mathematics.
• Knowledgeable of office practices and procedures (maintaining records accurately and confidentially).
• Ability to perform secretarial and reception functions including greeting visitors and answering phones, and managing the Associate Dean’s schedule.
• Ability to operate computers, standard office equipment such as a printer, copier, and fax machine, etc.
• Ability to work independently on difficult or complex clerical tasks.
• Ability to prepare professional and business documents.
• Ability to communicate relevant information to and from the office, prepare complex reports, budgets, forms, schedules, calendars, bulletins and packets, and clinical contracts, etc.
• Order and maintain office supplies necessary for the efficient function of the Health Professions Programs.
• Prepare data for selection committee meetings and mail out decision letters.
• Retrieve admission information on each Health Profession students.
• Supervise and direct Work-Study personnel.
• Ability to utilize Microsoft Office (Excel and Word), Zoom and various other platforms.
• In order to perform these essential functions, the Administrative Assistant must be present at work. Therefore, attendance is an essential job function.

The Administrative Assistant job description is a general statement of required major duties and responsibilities performed on a regular basis. It does not exclude other duties as assigned. This job description and specification should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions and perform any other related duties, as may be required by their supervisor.

Qualifications

• Associate’s Degree or equivalent.
• Two years of work experience in a fast‑paced office environment in education, business, healthcare or related work experience.
• Technical/computer skills and well versed in using various software programs, office equipment, personal computers/laptop.
• Written and verbal communication skills.

Required License, Certifications, or Special Credentials

Notary Public License upon hire.

Other Qualification and Job Requirements

• Ability to keep a positive attitude, provide excellent customer service, maintain effective relationships.
• Ability to communicate effectively both orally and written.
• Ability to understand and interpret policies and procedures and exercise good judgement; use good critical thinking skills to solve problems.
• Ability to maintain confidentiality and safeguard information.
• Ability to handle multiple priorities, multi‑task and meet deadlines.
• Ability to represent the college in a professional manner at all times; must have a neat and appropriate appearance for an office setting.
• Ability to organize and prioritize duties, take initiative, learn new concepts, detail oriented.
• Ability to be flexible, adaptable and function under pressure with an orientation for team.
• Proficient computer skills in Microsoft Office, spreadsheet applications and other software.

Physical Requirements

• Ability to lift, carry or move, pack and unpack boxes and up to 25lbs.
• Ability to sit for prolonged periods, type and work on a computer.
• Ability to operate in a fast‑paced environment and be able to multi‑task.
• Ability to travel between multi‑campuses and for professional development within the State.

Application Procedures / Additional Information

Applicants may apply at www.lawsonstate.edu. For questions please contact the Office of Human Resources at 205‑929‑3408 or at [e-mail]. All application materials will become the property of the college. It is the sole responsibility of the applicant to ensure his or her application packet is completed. Only applications received during the period of this announcement will be considered. No previous application files will be transferred for consideration for this position.

A complete application packet consists of:

• An Online application.
• A current resume.
• A copy of all post‑secondary transcripts identifying the applicant, institution, and date degree conferred.

If employed, all official transcripts must be received in the Office Human Resources prior to the employment start date.

Applicants who fail to submit a complete application packet will not be considered. Before an offer is made, the top applicants must provide the following: Employment verification letter(s) from a current or previous employer detailing all relevant experience. Employment verification letters must include employment dates and job title and be on official letterhead with an authorized personnel signature. Work experience verification from a current employer may be delayed until an official offer of employment has been made. Applicants must submit a written request to delay submission or work experience verification from a current employer. More than one position in the same job classification may be filled from the applicants for this position should another vacancy occur during the search process.

EEOC, E-VERIFY, and Background Check Statements

Lawson State Community College is an Equal Opportunity Employer. It is the policy of the Alabama Community College System, including all postsecondary community and technical colleges under the control of the Alabama Community College System Board of Trustees, that no employee or applicant for employment or promotion, on the basis of any impermissible criterion or characteristic including, without limitation, race, color, national origin, religion, marital status, disability, sex, age, or any other protected class as defined by federal and state law, shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment.

Lawson State Community College will make reasonable accommodations for qualified disabled applicants upon request.

In accordance with Alabama Community College System Policy and Guidelines, the applicant chosen for employment will be required to sign a consent form for a criminal background check. Employment will be contingent upon the receipt of a clearance notification from the criminal background check. Lawson State Community College is an active participant in the Employment Eligibility Verification Program (E-verify). E-verify electronically confirm an employee's eligibility to work in the United States as required by the Department of Homeland Security.

Additional Information

Applicants must meet the minimum qualifications as indicated on this vacancy notice and must submit a completed application packet in order to be considered for this position. Complete application files must be received no later than the application deadline. Applicants who fail to submit all required information will be disqualified. Only applications received during the period of this announcement will be considered. Applicants must adhere to the College's prescribed interview schedule and must travel at their own expense. The College reserves the right to withdraw this job announcement at any time prior to awarding.