Job Description

Position Summary

Victoria College is recruiting for a full-time Administrative Assistant III to work in the Division of Allied Health. This position requires knowledge of word processing, spreadsheet, and/or personal computer operations and software. Requires knowledge of English language, grammar, spelling and punctuation plus basic knowledge of mathematics and statistics. Requires excellent interpersonal skills. Skill in operating word processing, spreadsheet and personal computer equipment. Requires skill in preparing, presenting and reviewing oral and written information and reports. Requires skill in organizing work for others.
Victoria College embraces equity and inclusion and has been a respected community partner in the Crossroads region since 1925 and continues to offer quality, affordable educational opportunities to help our students achieve their dreams.

Victoria has a low cost of living with easy access to the Gulf of Mexico, Houston, Austin, and San Antonio.

This position is benefits eligible.

Duties & Responsibilities

• Provides broad administrative support to the Dean
• Provides secretarial support to the Respiratory Therapy Program
• Prepares routine and advanced correspondence including letters, memoranda, reports, and clinical facility affiliation agreements.
• Schedules appointments and gives information to callers
• Composes memos, transcribes notes, and researches and creates presentations
• Participates in recruiting activities as needed
• Coordinates division faculty student evaluations and the logistics of the tenure review process for faculty
• Maintains materials management for VN, ADN, PTA, and division office
• Prepares purchase requisitions as needed
• Prepares monthly expense report for procurement card
• Provides potential Respiratory Care Program students with program information including admission and selection criteria; directs students interested in other Allied Health Programs to the appropriate office for program information
• Generates reports, handles multiple projects, and prepares and monitors invoices and expense reports
• Participates in general college registration as assigned
• Organizes and coordinates activities of the division such as graduation ceremony, division elections, internal and campus-wide room scheduling, monthly director meetings, new hire interviews, site visits, travel arrangements, etc.
• Assist with arrangements (invitations, catering, etc.) for Allied Health Programs
• Organizes and maintains calendars for supervisors and others as needed
• Reviews for accuracy and processes daily check requests, purchase order requisitions, time sheets, etc.
• Assists in division\'s annual budget process including preparation, development and input into the college data system
• Works collaboratively with the Human Resources Department to coordinate the hiring of new employees for the division
• Assist dept. chairs with verifying and maintaining licensures as needed
• Assists the division faculty in seeing that faculty offices and the HSC learning environments (painting, maintenance, furniture, computers, etc.) are appropriately maintained
• At the direction of the Dean, initiates new clinical affiliation agreements
• Maintains a current list of Clinical Affiliation Agreements with their expiration dates and initiates renewal agreements prior to their expiration; sends Education Affiliation Agreement Annual Review to facilities whose agreements will not expire during the next calendar year.
• At the direction of the Dean, submits appropriate program information and data to regulating agencies such as the Texas Workforce Commission, the Texas Higher Education Coordinating Board, the Texas Board of Nursing.
• Inputs division course schedule in Banner system for fall, spring, and summer semesters and update course syllabus for each course each semester
• At the direction of the Dean communicates all college catalog and schedule changes to the appropriate departments
• Prepares documents for various state and federal agencies
• Other duties as assigned
• This position will access student records at times and will follow all FERPA guidelines

Qualifications

• Associate Degree required in a related field or equivalent work experience in lieu of degree
• Three years administrative assistant experience required
• A clear understanding of and commitment to the philosophy of the comprehensive community college; commitment to achievement of academic excellence
• Knowledge of compliance with all accreditation standards for instructors
• Knowledge of instructional technology; skill in operating word processing, spreadsheet and personal computer equipment
• Successful experience in managing projects
• Discretionary judgment regarding confidential information and ability to maintain confidential and time sensitive material
• Ability to accomplish basic business tasks, meet deadlines, and ability to learn and interpret policies and procedures
• Effective communication skills and ability to interact with diverse groups

Physical Demands

PHYSICAL DEMANDS:

While performing the duties of this job, the employee is regularly required to use hands and fingers to handle controls, key pads, etc. Will be required to sit and reach with hands and arms as well as, sit, stand and walk. The employee must frequently lift and/or move up to 15 pounds while loading office supplies and paper. Specific vision abilities required include close vision, some color vision, and the ability to adjust focus from documents to computer screen. Hearing of light to moderate sound is required by this job. The noise level in the work environment is usually moderate.

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