Administrative Assistant, Sonography and Polysomnography

Temple College; Temple (TX); On-site; USD 42,000 - 59,000; Full time

Job summary

Temple College seeks an Administrative Coordinator to support the Diagnostic Medical Sonography and Polysomnography programs. Under direct supervision, the incumbent handles office duties, records, and data entry, acting as a liaison with students and departments.

Responsibilities include coordinating applications, advising, and event support, ensuring efficient academic operations. The role requires an Associate degree (or higher) with relevant experience or a HS diploma with substantial work

Qualifications

• Associate degree or higher with relevant work experience (4 years).
• High school diploma or GED with at least 6 years of related work experience.

Responsibilities

• Oversee and perform a range of administrative activities for the department.
• Create, edit, and manage technical and administrative correspondence.
• Enter data and manage records using college databases and Microsoft Office.
• Assist in program planning, development, and execution of goals.

Skills

Computer software proficiency

Resource organization

Receptionist skills

Records maintenance

Database management

Education

Associate degree

High school diploma or GED

Tools

Microsoft Office

College database systems

Job description

The following duties and responsibilities, Knowledge, Skills and Abilities (KSA’s), and physical requirements are intended to describe the general nature and level of work being performed. The information listed below is not intended to be construed as a complete listing of all duties and responsibilities, KSA’s, and physical requirements required of this position since changes to the position may occur at any time or additional requirements may be added over the course of time.

Summary

Under direct supervision of the department chairs of the Diagnostic Medical Sonography and Polysomnography programs, the incumbent performs a variety of administrative, student and staff support duties, which require an accompanying range of office skills, specialized record keeping, and/or information gathering skills. Coordinates the programs application processes and assists prospective students with the application process as well as registration and academic advising.

Minimum Educational and Work Requirements (Minimum Qualifications)

Associates Degree and 4 years of directly related work experience or High school diploma/GED and 6 years of directly related work experience.

Preferred

None

Certification or Licenses

None

The incumbent will:

• Oversee and/or perform a range of diverse administrative activities for the department; serves as a central point of liaison with students, potential students, departments and external constituencies in the resolution of a variety of day-to-day matters concerning the departments.
• Utilize knowledge and understanding of underlying operational issues to create, compose, and edit technical and/or administrative correspondence and documentation.
• Perform a wide variety of data-entry assignments, sometimes confidential in nature, which utilize software that includes the College database, scanning software, and Microsoft Office products.
• Assist in administrative problem solving, program planning, development, and execution of stated goals and objectives.
• Greet and direct visitors and students in a manner consistent with contemporary practices of customer service through direct contact, e-mail, fax, and telephone inquiries. Accept, screen, and route telephone calls. Answer inquiries concerning activities, application process, and operations of both departments. Maintain calendar of departmental activities.
• Research information, compile statistics, and gather and compute various data; prepare special and/or one-time reports, summaries, or reply to inquiries, selecting relevant data from a variety of sources.
• Monitor, reconcile, and assist with fiscal administration, including but not limited to budgets, grants, travel, and/or purchasing.
• Coordinate the application process by revising application documents, scheduling timelines for submission, accepting and reviewing applications in collaboration with each program’s department chair.
• Schedule appointments and maintain calendars; schedule, coordinate and facilitate meetings, facilities usage, events, and/or travel arrangements, as required.
• Schedule volunteers in the laboratory, and maintain records of student volunteer hours for application ranking worksheet points.
• Establish, update, and maintain files, inventories, and records; implement and maintain data management systems, as required.
• Assist with student registration, advising, financial aid, student criminal background checks, or other related health or insurance data, and transcript requests.
• Sort, screen, and distribute incoming and outgoing mail. Prepare copies, scan and/or email documents and send faxes.
• Order, maintain inventory of, and distribute office supplies.
• Assist in events planned and held by both Diagnostic Medical Sonography and Polysomnography/Neurodiagnostic Technology programs for prospective, new and current students as well as the general public.
• Assist in preparation of annual report and accreditation processes that apply to the assigned department
• Assist the department chairs with recruitment activities and new student orientation
• Perform miscellaneous job‑related duties as assigned.

Social Constructs Required of Position

• Display empathy and positive regard for others in written, verbal and non‑verbal communications.
• Work with colleagues and students by practicing punctuality, respect for deadlines, collaborative problem solving, and honest communication.
• Be friendly and collegial with co‑workers, faculty, students, staff, and visitors to the campus.
• Build trusting relationships by acting with integrity, courtesy, and responsibility, even in the face of stress or demanding workplace conditions.
• Maintain proficiency as needed and approved by attending trainings, reading job‑related materials, and meeting with others in area of responsibility.
• Dress appropriately for a workplace with frequent customer service interaction and community outreach.
• Meet all required standards of confidentiality. Keep work areas in a clean and orderly manner.

Knowledge, Skills, and Abilities Required

Knowledge

• Knowledge of computerized information systems.
• Knowledge of general accounting principles.
• Knowledge of departmental accreditation rules and procedures.

Skills

• Skill in the use of personal computers and related software applications.
• Skill in organizing resources and establishing priorities.
• Receptionist skills.
• Records maintenance skills.
• Database management skills.

Abilities

• Ability to analyze and solve problems.
• Demonstrated ability to maintain confidentiality.
• Ability to make administrative/procedural decisions and judgments.
• Ability to create, compose, and edit written materials.
• Ability to maintain calendars and schedule appointments.
• Ability to gather data, compile information, and prepare reports.
• Ability to communicate effectively, both orally and in writing.
• Ability to train assigned staff.
• Ability to interact and communicate with students, staff, and faculty.

Physical Effort

Light physical activity is required with occasional lifting of objects up to 15 pounds.

Working Conditions

Work is normally performed in an interior/office work environment.

Work Schedule

• Monday-Thursday: 8:00 AM to 6:00 PM
• Friday: 8:00 AM to 12:00 PM

Summer Hours:
Monday-Thursday: 7:30 AM to 6:00 PM with a half‑hour lunch break.

Some evening hours may be required. This is an on‑site position. Essential duties of the role must be performed in‑person, during prescribed work hours.

Hours Required Per Week

40

TRS/ORP

TRS Only

Supervisory Duties

None.

Reports To

Departmental Chairs, Diagnostic Medical Sonography and Polysomnography.