Administrative Office Associate I - Nursing Evening/Weekend Program

Hagerstown Community College; Hagerstown (MD); On-site; USD 22,000 - 33,000; Part time

Job summary

Hagerstown Community College is seeking an Administrative Office Associate to support the Nursing Evening/Weekend Program Coordinator and faculty, serving as division receptionist and aiding students. This grant-funded, part-time role covers diverse clerical duties, from typing admission letters to maintaining confidential student files, updating schedules in Datatel/AdAstra, and coordinating with clinical partners.

The schedule runs Monday-Thursday 1–7:30 p.m.

Qualifications

• Associate degree preferred or willingness to obtain degree if hired.
• 2–3 years of clerical and administrative experience, preferably in an educational setting.
• Knowledge of medical terminology is also required.

Responsibilities

• Provide administrative assistance to the evening/weekend Nursing Program Coordinator, faculty and lab staff.
• Type general correspondences for the evening-weekend program, including acceptance, stand-by, and decline program admission letters.
• Serves as receptionist and message center for the evening/weekend program.
• Maintains evening-weekend program records and confidential student files.
• Inputs scheduling information for the evening/weekend program via the Datatel/Ad Astra database.
• Assists in developing, maintaining, and revising evening/weekend Courses and handbooks.
• Coordinates clinical affiliations and compiles student information for sites.
• Compiles and maintains statistical data for program applications and demographics.

Skills

Microsoft Word

PowerPoint

Excel

Email

Ellucian/AdAstra

Communication

Time management

Telephone skills

Detail oriented

Education

Associate degree

Tools

Datatel/Ad Astra

Job description

SUMMARY STATEMENT

The Administrative Office Associate provides administrative and clerical support to the Nursing Evening/Weekend Program Coordinator and faculty, serves as division receptionist, and aids students in the evening-weekend program and others.

Please note, this is a grant-funded, part-time position for 29 hours per week.

The work schedule is:

• Monday - Thursday, 1 p.m. - 7:30 p.m.
• Friday, 1 p.m. - 6:30 p.m.

ORGANIZATIONAL RELATIONSHIPS

A. The Administrative Office Associate report directly to and is responsible to the evening/weekend Nursing Program Coordinator.

B. The evening/weekend Office Associate coordinates closely with the daytime Office Associate, evening/weekend faculty, Lab support personnel, and other Division Administrative Office Associates in carrying out assigned responsibilities.

ESSENTIAL DUTIES

A. Provide administrative assistance to the evening/weekend Nursing Program Coordinator, faculty and lab staff.

• 1. Type general correspondences for the evening-weekend program, including acceptance, stand-by, and decline program admission letters.
• 2. Conducts graduate survey mailings nine months after graduation and compiles the resulting data.
• 3. Serves as receptionist and message center for the evening/weekend program.
• 4. Serves as liaison for full-time and part-time faculty during Evening/Weekend Program hours.
• 5. Works closely with the daytime Administrative Office Associate.

B. Maintains evening-weekend program records.

• 1. Develops, maintains, secures, and updates confidential student files and other division files in accordance with legal standards established by the Maryland Nurse Practice Act and as directed by the Division Director. Student files include the following:
  • a. All health forms including immunizations and drug screen results;
  • b. Copies of CPR certification;
  • c. Annual PPD screening;
  • d. Criminal background checks;
  • e. Maintains the security of all files.

C. Provides assistance to the evening/weekend Nursing Program Coordinator to develop and maintain the credit schedule.

• 1. Inputs all scheduling information for the evening/weekend program via the Datatel/Ad Astra database for each new semester.
• 2. Retrieves data as needed and disseminates information to appropriate individuals.
• 3. Updates schedule changes in the Datatel/Ad Astra system and disseminates that information appropriately.

D. Provides assistance to the Evening/Weekend Nursing Program Coordinator and faculty in developing, maintaining, and revising evening/weekend Courses.

• 1. Types and collects course syllabi and outlines for the evening/weekend program.
• 2. Types curriculum materials, and reports.
• 3. Distributes Nursing Student Handbooks to the evening/weekend students.
• 4. Types revisions to program and course descriptions and submits to the appropriate office.
• 5. Provides technical and specialized clerical assistance for instructional-related projects.

E. Provides assistance to students and others.

• 1. Assembles and assists graduating students with licensure applications and information.
• 2. Provides direction and guidance to prospective Nursing Evening/Weekend program applicants regarding eligibility, application deadlines, selection process, and estimated program costs.
• 3. Directs inquiries/requests from students to division personnel as appropriate.
• 4. Informs students of schedule changes and/or class cancellations and posts cancellations outside classrooms as appropriate.
• 5. Provides technical and specialized clerical assistance for instructional-related projects.

F. Assists the evening/weekend Nursing Program Coordinator and faculty with coordination of clinical affiliations, in conjunction with Meritus Medical Center and other facilities as needed.

• 1. Compiles and forwards student information to clinical sites prior to the beginning of student rotations.
• 2. Interacts with hospital personnel regarding clinical schedules.

G. Compiles and maintains statistical data.

• 1. Compiles information regarding students applying to the evening-weekend program to be used for the selection process.
• 2. Compiles demographic and other statistical data related specifically to the evening/weekend program students.

EDUCATION AND EXPERIENCE

Associate degree preferred or the willingness to obtain degree if hired, along with 2–3 years of clerical and administrative experience, preferably in an educational setting. Knowledge of medical terminology is also required.

SKILLS AND ABILITIES

Must demonstrate excellent computer skills and proficiency with Microsoft Word, PowerPoint, Excel, email, and integrated computerized systems (Ellucian/AdAstra preferred). Ability to work independently and make sound decisions with minimal supervision; communicate effectively with tact and diplomacy; organize and prioritize workload; complete assignments in a timely manner; and maintain a high level of attention to detail. Strong telephone communication skills, including experience operating a multi-line telephone system, are required.

WORKING ENVIRONMENT

The ability to maintain focus on work and responsibilities in an environment that has numerous interruptions. Minimal lifting is required with this position.