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Administrative Assistant I - Division of Health Sciences

The Sinclair Health Sciences Division is dedicated to providing exceptional administrative support to the Department Chairs, Program Director, full-time faculty, and adjunct faculty, ensuring the efficient and professional operation of the departments. This role is focused on offering high-level customer service to current, future, and past students, as well as to other internal and external customers of the departments, division, and the college. The position plays a key role in facilitating smooth departmental operations, supporting faculty needs, and contributing to an optimal experience for students and stakeholders alike.

The salary for this position begins at $34,504.00 and is commensurate with education and experience.

Why work for Sinclair College?

The following are some of the benefits that full-time support staff with Sinclair College receive:

Tuition waiver for employee and dependents for all Sinclair courses and programs
Support for continued professional development, including tuition reimbursement for other universities and colleges
OPERS pension participation, with 14% employer contribution
4+ weeks of personal and vacation leave, 3+ weeks of sick leave annually
14 days of annually observed company holidays
Expansive and competitive insurance programs, including an HSA with annual employer contribution available
High quality programs and events for work-life balance

SCC has the right to revise this position description at any time. This position description does not represent in any way a contract of employment.

Principal Accountabilities

Communication

Provide front-line customer services to students, visitors, faculty and staff creating a positive environment
Answer the department and division main phone line and assist with questions and/or solve problems, take messages, transfer calls, respond to emails, and make referrals
Provide appropriate and accurate information when assisting external and internal customers

Administrative/Clerical Support

Support department based Administrative Assistants in monitoring and maintaining inventory of office and classroom supplies for department and division
Schedule appointments for students and visitors to meet with Department Chairs, Program Directors, and full-time faculty
Process purchase requisitions
Process work order and help desk tickets
Generate correspondence, documents, and reports
Review and maintain identified departmental websites within the division
Support department-based administrative assistants to review and update degree and certificate student information packets for department and programs
Create and relay appropriate communications to program applicants
Verify grades for all identified degree seeking students related to curriculum requirements after each term; identify students who are off track and communicate with Chair or Program Director accordingly
Coordinate new affiliation agreements for student clinical experience sites; initiate proposed agreements with new site, track and coordinate with site, student and chair or program director through processes until signed and completed or declined
Support the coordination of background check completion and immunization verification for degree and certificate programs
Review pending term cohort course requirements; address any potential electronic registration issues
Review identified cohort student program evaluations and initiate course substitutions where appropriate
Coordinate requests with Academic Advisors and Registration for potential graduation completions
Assist students with registration issues and Community Groups
Maintain office files
Update budget information
Distributes information and updates to faculty
Make copies and process duplication requests for department
Process mail correspondence

Information Technology

Process information into Colleague, college administrative database, including course assignments, room assignments, faculty payroll and electronic purchase orders
Use Word, Excel, PowerPoint, and Access to develop office document

Requirements

Minimum of a high school diploma or equivalent required; associate’s level degree in related field preferred
Minimum of two years of administrative assistant/office experience required
Demonstrated knowledge of Microsoft Office: Word, Access, PowerPoint, Excel, Outlook required
Strong computer skills with ability to master proficiency in applicable software systems used by the College required
Excellent organizational and time management skills required
Current Notary Certification preferred or ability to obtain Notary Certification required within six (6) months
Attention to detail required
Professional communication skills to include: oral, written; interpersonal; and telephone etiquette with a strong desire to assist people required
Ability to provide customer service in a responsible manner by being knowledgeable, supportive, ethically aware of diversity and cultures, and treating each customer with respect
Knowledge of other college departments and their functions preferred
Current in-depth knowledge of program curriculum and admission requirements preferred
Initiative, problem solving, and process improvement skills required
As a condition of employment, the selected candidate must submit to a Bureau of Criminal Investigations fingerprint background screening

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