Administrative Office Associate III - Nursing

ORGANIZATIONAL RELATIONSHIPS

A. The Administrative Office Associate I report directly to and is responsible to the Division Director.

B. The Administrative Office Associate I coordinates closely with the Office of Academic Affairs and Student Services, division faculty, instructional support personnel, and other division Administrative Office Associates in carrying out assigned responsibilities.

C. This position may require the supervision of assigned student workers and/or volunteers.

ESSENTIAL DUTIES

A. Administrative and Divisional Support

1. Provides comprehensive administrative and operational support to the Division Director, faculty, and staff to ensure the effective and efficient functioning of the division.
2. Represents the division at selected meetings and events in the absence of the Division Director, as assigned.
3. Prepares, types, edits, distributes, and maintains correspondence, reports, forms, records, and other divisional documents.
4. Serves as the division's receptionist and message center and as a liaison among full-time and part-time faculty, staff, students, college departments, and external agencies.
5. Coordinates divisional meetings, advisory committee meetings, and other division activities, including securing facilities, preparing agendas and materials, arranging refreshments, recording and distributing minutes, and completing related follow-up activities.
6. Maintains the divisional calendar, including workload deadlines, meetings, events, and other significant dates.
7. Receives, distributes, and processes mail, faxes, packages, forms, and other materials for division personnel.
8. Coordinates with college departments, vendors, and external agencies to address administrative, scheduling, technology, purchasing, facilities, and other divisional needs.
9. Supervises and coordinates the work of student workers and volunteers assigned to the division office.
10. Assists with division-wide special projects, presentations, publications, grant applications, and other initiatives.

B. Faculty, Staff, and Program Support

1. Provides administrative and clerical support to faculty and staff in carrying out instructional, programmatic, and departmental activities.
2. Assists with the preparation and collection of faculty load forms, workload documentation, and related information for full-time and part-time faculty.
3. Prepares and submits required Human Resources documentation for division adjunct faculty and assists with related personnel processes.
4. Assists faculty with office-based computer applications, college-wide web-based systems, instructional technology, and other administrative programs.
5. Types, collects, organizes, and maintains course syllabi, course outlines, curriculum materials, program documents, and instructional reports.
6. Updates and maintains program handbooks, course descriptions, curriculum materials, and other instructional documents for distribution and electronic publication.
7. Maintains faculty textbook selection information and coordinates textbook and instructional-materials information with the college bookstore.
8. Researches and obtains information regarding textbooks, new editions, instructional materials, software, and other resources requested by faculty.
9. Assists the Division Director and faculty with the development, maintenance, and revision of division programs and courses.
10. Provides technical and specialized clerical support for instructional projects, including accreditation activities, grant applications, presentations, publications, and related initiatives.

C. Student Services and Program Support

1. Serves as a primary point of contact for students, prospective students, faculty, staff, and the public by responding to inquiries and directing individuals to appropriate resources.
2. Provides information and guidance to prospective applicants regarding program eligibility, application deadlines, selection processes, program requirements, and estimated costs.
3. Provides administrative support for selective-admission programs, including applicant communications and acceptance, standby, and decline notifications.
4. Processes program acceptance forms, deposits, and related documentation and forwards materials to appropriate college departments.
5. Maintains applicant and accepted-student lists and communicates with applicants regarding changes in admission status and available positions.
6. Assists with student registration processes by reviewing course rosters, identifying registration discrepancies, and communicating with students regarding required courses and registration needs.
7. Communicates schedule changes, class cancellations, and other pertinent information to students and faculty and posts notifications as appropriate.
8. Assists students with program-related documentation and requirements associated with professional testing, certification, and licensure.
9. Provides administrative support for graduating students, including the preparation and submission of required information to applicable licensing and regulatory agencies.
10. Coordinates graduate survey mailings and assists with the collection and compilation of graduate outcome information.
11. Provides administrative support for student orientation activities, materials, packets, and other program-related student services.

D. Records Management and Compliance

1. Maintains, secures, and updates division, faculty, staff, applicant, and student records in accordance with institutional policies and applicable legal, regulatory, and program requirements.
2. Develops and maintains accurate electronic and physical filing systems and ensures the security, confidentiality, accessibility, and integrity of records.
3. Collects, tracks, maintains, and secures required student compliance documentation, including health and immunization records, drug-screen results, CPR certification and recertification, background checks, and other program-specific requirements.
4. Monitors student records for completeness and communicates missing, expired, or deficient documentation to appropriate students and personnel.
5. Provides required student information to licensing, regulatory, clinical, accreditation, and other authorized entities in accordance with established procedures.
6. Maintains confidentiality of student, personnel, and institutional information and handles sensitive records in accordance with applicable requirements.

E. Academic Scheduling and Systems Support

1. Provides administrative support to the Division Director in developing, maintaining, and implementing the academic schedule.
2. Enters and maintains divisional scheduling information in the college's student information and scheduling systems for each academic term.
3. Retrieves, updates, and disseminates accurate academic scheduling information, including schedule changes, to faculty, staff, students, and appropriate college departments.
4. Identifies and assists in resolving classroom, laboratory, faculty, and other scheduling conflicts.
5. Coordinates classroom and laboratory utilization for divisional programs.
6. Coordinates with Information Technology and other appropriate departments to resolve scheduling system and database issues.
7. Enters and maintains faculty workload percentages and related information in the college's administrative systems for workload and payroll purposes.

F. Budget, Purchasing, and Resource Management

1. Provides administrative support to the Division Director regarding divisional budgets, expenditures, purchasing, and financial recordkeeping.
2. Monitors divisional funds by tracking day-to-day transactions and providing updated financial information to the Division Director.
3. Orders and maintains supplies, equipment, instructional materials, and other resources required to support divisional operations.
4. Maintains office and instructional supply inventories and monitors inventory levels to ensure adequate resources are available.
5. Obtains quotes and product information from suppliers and vendors for equipment, software, supplies, and other purchases.
6. Prepares purchase orders, check requests, and other purchasing documentation in accordance with college procedures.
7. Coordinates with vendors, suppliers, and appropriate college departments regarding purchases, deliveries, equipment, and related issues.

G. Clinical and External Agency Coordination

1. Assists the Division Director and faculty with the coordination and administration of clinical affiliations and student clinical placements.
2. Compiles and forwards required student information and documentation to clinical agencies prior to the beginning of student rotations.
3. Communicates with clinical agency personnel regarding student placements, clinical schedules, documentation, and related requirements.
4. Maintains and updates clinical affiliation agreements and facility contracts in accordance with established procedures.
5. Coordinates with appropriate college personnel and external agencies to address clinical documentation, scheduling, and administrative matters.

H. Data Management, Assessment, and Reporting

1. Collects, maintains, verifies, compiles, and reports divisional and program-related data to support planning, assessment, accreditation, compliance, decision-making, and institutional reporting.
2. Collects and maintains internal program evaluation and assessment data.
3. Compiles program data, including graduation rates, attrition, demographics, and other required measures, for accreditation and regulatory purposes.
4. Assists with faculty evaluation and college-wide evaluation processes as assigned.
5. Prepares and provides data and reports to appropriate college departments for required reporting, publication, accreditation, and compliance purposes.

I. General Responsibilities

1. Demonstrates professionalism, responsiveness, and effective customer service in interactions with students, faculty, staff, administrators, vendors, clinical partners, regulatory agencies, and the public.
2. Collaborates with divisional personnel and college departments to support the mission, goals, and objectives of the division.
3. Performs duties in accordance with applicable college policies, procedures, legal requirements, accreditation standards, and regulatory requirements.
4. Performs other related duties as assigned.

EDUCATION AND EXPERIENCE

Associate degree preferred or the willingness to obtain degree if hired, along with 2–3 years of clerical and administrative experience in an educational setting. Knowledge of medical terminology is also required.

SKILLS AND ABILITIES

Must demonstrate excellent computer skills and proficiency with Microsoft Word, PowerPoint, Excel, email, and integrated computerized systems (Ellucian/AdAstra preferred). Ability to work independently and make sound decisions with minimal supervision; communicate effectively with tact and diplomacy; organize and prioritize workload; complete assignments in a timely manner; and maintain a high level of attention to detail. Strong telephone communication skills, including experience operating a multi-line telephone system, are required.

WORKING ENVIRONMENT

The ability to maintain focus on work and responsibilities in an environment that has numerous interruptions. Minimal lifting is required with this position.

Organization

Hagerstown Community College (HCC) was founded in 1946 as the first of its kind in Maryland. More than 100 programs of study are available for university transfer, career preparation, and personal enrichment. HCC also offers non-credit continuing education courses and customized training programs, as well as remedial and developmental courses to help students prepare for college-level offerings. Accredited by the Middle States Association of Colleges and Schools, HCC awards associate degrees, certificates, and letters of recognition.

HCC employs approximately 540 individuals each year in full and part-time positions. Hundreds of student workers and campus volunteers also serve the campus community.