Lead Administrative Assistant - Health Sciences

Calhoun Community College; Decatur (AL); On-site; USD 47,000 - 65,000; Full time

Job summary

Calhoun Community College is seeking an Administrative Assistant to support the Division with clerical tasks, budgeting, records management, and scheduling. The role involves preparing documents, maintaining records, and coordinating with the Dean and division staff to ensure policy compliance.

Duties include managing budgets, handling communications, and assisting with Perkins funding, general office management, and IT-related support. Strong proficiency in Word, Excel, and Banner is required.

Qualifications

• Minimum of two years (64 semester hours) of postsecondary education from an accredited institution is required.
• A minimum of three years of office administration work experience is required.
• Ability to utilize Word or other word processing tools to prepare and communicate information is required.
• Ability to utilize Excel or other database software to enter, format, sort and analyze information and prepare reports is required.

Responsibilities

• Perform general administrative duties.
• Serve as Office Manager for the Division.
• Gather budget information to prepare the Perkins budget each year.
• Maintain the annual Perkins budget and ensure compliance with Perkins regulations.
• Serve as point of contact for all Division grants and ensure grant requirements are met.
• Monitor and manage all Division budgets.
• Greet visitors and respond to their needs.
• Answer a multi-line phone system and direct calls.
• Input and process paperwork and manage Banner entries.
• Take meeting minutes as directed.
• Maintain calendars and schedules for individuals or groups.
• Coordinate IT support when needed.
• Assist with registration for programs.
• Create and maintain filing systems.
• Load information into Banner or other software.

Skills

Office administration

Budgeting

Records management

Data entry

Education

Two-year postsecondary education (64 semester hours) required

Associate degree preferred

Tools

Banner

Excel

Word processing

Job description

The Administrative Assistant is responsible for performing various administrative duties to support the work of the Division. These duties include clerical, office management, preparing various documents, filing and managing records, greeting visitors monitoring and managing the Division’s data in the College database, maintaining all of the Division budgets, and consulting with the Dean and other Division personnel to promote consistent application of Division and College polices.

Salary:Appropriate placement on ACCS Salary Schedule E2, Grade 3: $47,029 - $65,218

(Salary placement within this range is determined by your documented years of full-time related work experience)

Work Hours: Monday through Thursday, 7:45 a.m. - 5:15 p.m.; Friday 7:45 a.m. - 11:45 a.m.

1. Perform general administrative duties.
2. Serve as Office Manager for the Division.
3. Gather budget information from various areas to prepare the Perkins budget each year.
4. Maintain the annual Perkins budget to ensure that items are ordered promptly, working with the Business Office to ensure the college complies with Perkins regulations.
5. Serve as point of contact for all Division grants and other grants to ensure that items are ordered in a timely manner and all requirements of the grants are met.
6. Monitor and manage all of the Division budgets.
7. Greet in-person visitors and respond to their needs appropriately.
8. Answer a multi-line phone system and direct calls appropriately.
9. Screen, route, and coordinate pick-up of incoming mail including email.
10. Receive, input and process paperwork ensuring items are submitted in a timely manner.
11. Discern when confidentiality in work needs to be maintained and maintain that confidentiality.
12. Type and transcribe letters, memos and other correspondence or written documentation.
13. Take meeting minutes as directed.
14. Maintain calendars and schedules for individuals, groups and/or meeting space, balancing multiple schedules and priorities.
15. Request/arrange IT support.
16. Assist with registration for all programs as directed.
17. Coordinate, create and maintain filing systems.
18. Alert supervisor of any issues that are in need of upper management attention.
19. Operate Excel or other database software to track, sort, format and analyze data for a variety of purposes including reporting and data analysis (data reports).
20. Load information into Banner or other software.
21. Perform all duties with professionalism.
22. Proof and edit correspondence and documents.
23. Input and process purchase orders as well as other information into Banner.
24. Perform research via the internet or other channels to gather information, answer questions, or resolve issues.
25. Utilize computer programs to mail merge documents and create labels.
26. Make travel arrangements including airline tickets, hotels, cars, etc.
27. Order supplies.
28. Create, proof and edit presentations in PowerPoint or other presentation software.
29. Conduct facility reviews.
30. Submit maintenance work orders or request/arrange janitorial support.
31. Maintain classroom and office area including equipment.
32. Prepare meeting agendas.
33. Create duplication of materials for others.
34. Assist in recruiting activities for nursing and allied health programs.
35. Perform related work as assigned.

1. A minimum of two years (64 semester hours) of postsecondary education from an accredited institution is required.
2. A minimum of three (3) years of office administration work experience is required.
3. Ability to utilize Word or other word processing tools to prepare and communicate information is required.
4. Ability to utilize Excel or other database software to enter, format, sort and analyze information and prepare reports is required.

BACKGROUND CHECK STATEMENT: In accordance with Alabama Community College System Policy and guidelines, the applicant chosen for employment will be required to sign a consent form. Employment will be contingent upon the receipt of a clearance notification from the criminal background check.

Calhoun Community College is an equal opportunity employer. It is the policy of the Alabama Community College System, including all post secondary 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. Calhoun Community College will make reasonable accommodations for qualified disabled applicants or employees. The college reserves the right to withdraw this job announcement at any time prior to the awarding.

Calhoun Community College participates in the E-Verify system to verify employment eligibility for all newly-hired employees.

Calhoun Community College is accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) to award associate degrees. Degree-granting institutions also may offer credentials such as certificates and diplomas at approved degree levels. Questions about the accreditation of Calhoun Community College may be directed in writing to the Southern Association of Colleges and Schools Commission on Colleges at 1866 Southern Lane, Decatur, GA 30033-4097, by calling [phone], or by using information available on SACSCOC’s website ( www.sacscoc.org). Specific questions regarding Calhoun's educational programs, admissions, and other matters related specifically to the College should be forwarded directly to the college.