This position is covered by the provisions of a collective bargaining agreement, including a fair share clause. Health and dental benefits are NOT provided. The candidate selected will serve a twelve (12) month probationary period. This posting will be used to fill similar vacancies that occur within three months of the closing date.
Hours: This is a part-time, 21.75 hours per week, 42 weeks per year position. Tuesday, Thursday and Friday: 8:30 am – 2:45 pm.
Flexible as needed with evening and weekend hours required. However, schedule is subject to change by the supervisor.
Organizational Function and Responsibilities:
This position assists the School of Health Education in all functions related to the management of activities and programs within the unit. This position performs complex and varied office management, administrative support and secretarial duties. Administrative Specialists independently communicate service unit and District policies with discretion and regularly use initiative, decision-making, effective public relations and organizational abilities in carrying out their responsibilities. Unusual work problems which fall outside standard policy and procedures are referred to the appropriate supervisor. Casual, temporary and student employees may report to this position.
This position reports to the Associate Dean of the School of Health Education. Student employees may report to this position.
The following duties are typically expected of this position. These are not to be construed as exclusive or all inclusive. Other duties may be required and assigned.
1. Assists in organizing and managing the functions of the Center including responding to questions and requests from students, the public, and other units. Refers individuals to other units or sources when appropriate.
2. Performs Center duties including, but not limited to:
a. Designing, drafting and/or editing letters, documents, reports, surveys, databases, spreadsheets, flyers, brochures, presentation materials and minutes on a personal computer, using several IBM and MACINTOSH software programs.
b. Determining room availability
c. Scheduling meetings or special events
d. Resolving room conflicts
e. Maintaining class wait lists
f. Completing and compiling student surveys
3. Performs support duties including, but not limited to:
a. Answering telephones
b. Maintaining appointment calendars
c. Maintaining good communication and public relations with both internal and external contacts
d. Collecting and distributing mail; processing of electronic mail
e. Inventorying and ordering office supplies
f. Setting up and maintaining files
g. Faxing documents
h. Performing data entry
i. Making travel arrangements
j. Preparing and submitting payroll documents
k. Tracking budget expenditures.
l. Processing and reconciling purchasing card transactions
m. Preparing purchase orders including standing and/or general
4. Assembles and disseminates materials and information both internally and externally including, but not limited to:
a. Assembling and disseminating student orientation materials
b. Designing, drafting and distributing student letters of invitation to orientation sessions.
c. Gathering necessary orientation resource materials, curriculum sheets, timetables, student schedules, etc.
5. Assists in maintaining and monitoring statistical and historical data and records. Assists in preparation of various reports or data requested by internal/external sources.
6. Attends meetings and responds to logistical needs including, but not limited to:
a. Scheduling, securing rooms, etc
b. Taking and disseminating minutes (may use video projector for immediate recording of information)
c. Responding to committee resources needs (finding, creating, copying and distributing materials).
d. Scheduling of orientation breakout rooms
e. Scheduling rooms and order food for meetings
f. Scheduling of non-instructional activities in rooms as needed
g. Tracking of specialty form requirements (Health history forms, uniform information, etc.)
7. Serves as back-up and/or replacement for other support staff as necessary.
Knowledge, Skills, and Abilities
1. Knowledge of modern office practices and procedures, grammar, spelling, proofreading, and English usage.
2. Ability to perform basic mathematical calculations.
3. Ability to type at the rate of 50 words per minute (test required).
4. Demonstrated skills with using Microsoft Office software applications, including Word and Excel.
5. Skill in establishing and maintaining effective working relationships.
6. Demonstrated skill in both oral and written communication.
7. Skill in dealing courteously and tactfully with students and the public.
8. Excellent organizational and interpersonal skills including both written and verbal communication skills.
9. Demonstrated organizational and time management skills.
10. Demonstrated ability to work independently, with limited supervision and maintain effective working relationships with students, staff, faculty, and visitors in a team-based environment.
1. One year post-secondary education from an accredited college or university or training; or one year (2000 hours) of responsible office clerical work experience directly related to the skills required for successfully performing this position.
Experience used as an equivalent of an educational requirement is in addition to any experience required by the position. *
2. Two (2) years (4000 hours) of responsible office management or administrative work experience (preferably in a dental office), directly related to the skills required for successfully performing this position.
3. Typing/keyboarding speed of 50 net words per minute (A test is required).
4. Bi-lingual (English and Spanish).
Special Instructions to Applicants:
SPECIAL INSTRUCTIONS TO APPLICANTS :
As part of your application for the Administrative Specialist position, the applicant is required to complete three (3) online assessment skill tests for primary office skills, English spelling and vocabulary and a typing test.
Please open the below link and enter each test id one at a time and proceed to take the applicable test. If you can’t access the computer and need to come in to use one at the campus, please notify us right way.
Tthere are two, 5 minutes typing tests and one hour (60 minutes) to complete the other two skills tests, a total of 70 minutes, to complete all three tests. Be sure to enter your name and e-mail account, before taking the test. Be sure to enter your name and e-mail account, before taking the test. Be sure to enter your name and e-mail account, before taking the test. The test must be completed by the application deadline date.
Please be advised that both skill tests must be taken by the applicant. Madison College reserves the right to re-administer the test to validate the test scores.
**ONLY those applicants meeting the net 50 wpm, typing requirement will receive further consideration for this position.
Standard Primary Work Skills – Test ID = de778dd4b468d27c
Typing Test – Test ID = 2f1f4f8bcddd3243
Standard English Spelling and Vocabulary – Test ID = d1dc8e508638ea1b
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