Fire & EMS Secretary

Odessa College; Odessa (TX); Hybrid; USD 32,000 - 48,000; Full time

Job summary

Odessa College is seeking a Fire & EMS Secretary to support the directors and the program. You will greet visitors, handle inquiries, coordinate documentation, and assist with budgeting and office operations to ensure smooth program functioning.

The role emphasizes strong customer service, organizational skills, and teamwork in a campus environment, with regular office hours and an on-site work setting.

Qualifications

• High school diploma or equivalent required.
• Strong interpersonal and communication skills are essential.
• Proven ability to provide excellent customer service to faculty, staff and students.
• Proficiency in Microsoft Office and basic database usage.

Responsibilities

• Provide administrative support to the Fire & EMS directors and staff.
• Greet and triage students, visitors and community members professionally.
• Answer inquiries by telephone and in person; triage to appropriate staff.
• Assist with budgeting, purchasing orders and general ledger tasks.
• Coordinate program documentation, meetings and orientation materials.
• Attend meetings, document minutes and support program operations.

Skills

Interpersonal communication

Customer service

Organizational skills

Multitasking

Teamwork

Education

High school diploma

Tools

Microsoft Office

Databases

Job description

The Fire & EMS Secretary assists the director of the Fire & EMS departments. Provide administrative support to the designated directors, including fostering a welcoming, supportive environment for all students and visitors. Assist with inquiries by telephone and in person, and properly triage inquiries to maximize efficiency. Assist with daily program duties and processes, budgeting, and office functions, including filing and coordination of program documentation.

Specific Position Duties

• Greet and appropriately triage students, community members, visitors, and employees in a timely and professional manner.
• Interact with students, staff, and the community in a courteous and professional manner through telephone, email, and in-person communication.
• Respond accurately to inquiries regarding Fire, Paramedic, and EMS programs and operations at Odessa College, including the accreditation process.
• Provide administrative support, including distributing program applications and information packets, conducting facility tours, and providing related program materials.
• Work as a team player with all staff to meet and exceed the expectations of students, community members, visitors, and employees.
• Complete purchase orders and direct pay requests as directed.
• Maintain budget general ledger balances and respond to mailing inquiries.
• Assist with the coordination of office functions, including advisory meeting setup and program orientation preparation.
• Assist with maintaining an inventory of supplies and coordinating ordering processes.
• Register students accepted into programs, issue and review applications, and assist with other online requirements for selective admissions.
• Remain flexible and willing to assist during peak periods of student intake.
• Attend program meetings and document meeting minutes.
• Coordinate catering services as needed.
• Participate in campus committees as assigned.
• Perform other duties as required or directed by the department directors.

Minimum Qualifications

• High school diploma.
• Strong interpersonal and communication skills.
• Computer skills, including proficiency in Microsoft Office and the ability to learn software programs and databases.
• Ability to work with commonly used office software applications.
• Strong organizational skills and attention to detail.
• Ability to work effectively with a team and multitask.
• Ability to provide excellent customer service to faculty, staff, and students.

Work Hours

Work Hours OC Hours M-Th 8-5:30 and Friday 8-1. Summer Hours M-Th 7:30-5:30 and closed Fridays.

Required fields are indicated with an asterisk (*).

Documents Needed to Apply

• Resume
• Cover Letter
• Transcripts

Odessa College
201 W. University Blvd.
Odessa, Tx 79764