Office Associate III (Allied Health)

Job Vacancy Announcement

Position Information

Position Title

Office Associate III (Allied Health)

Position Type

Staff

Department

Allied Health

FLSA

Non-Exempt

Union/Non Union

Union

Full Time or Part Time

Full Time

Grade

6

Salary Range

Hiring Salary Range

$34,496 - $37,946/Annually

Fixed Term/Tenure Track (Faculty Only)

Regular or Temporary

Regular

Job Description Summary

Under indirect supervision performs general secretarial activities to assist administrative and/or professional personnel. Incumbents interact with the general public by disseminating information and assistance as it relates to the department’s activities/services, rules and regulations. Work is reoccurring and incumbents are required to select the guidelines and references that apply to the specific activity. New assignments are given with specific instructions and may be significantly different in nature or procedure from current and/or past assignments. Most general duties are routinized and deviations from established procedures require the approval of a supervisor.

Minimum Qualifications

EDUCATION AND EXPERIENCE
High school diploma and two to three years of previous general office/clerical experience. Previous experience in an educational setting and familiarity with terminology used in nursing/allied health courses in desirable, but not mandatory.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of producing typewritten materials accurately and in a timely manner through the use of word processing.
• Knowledge of general administrative office practices and procedures including basic office workflow procedures
• Knowledge of data processing methods, information storage and retrieval techniques
• Skills in administrative office functions such as typing/data entry, filing, answering telephones
• Skills in the operation of basic office equipment and machines, computer terminal, typewriter, copy machines, adding machines, etc.
• Skills in basic mathematical computations
• Skills in the use of computer hardware and applicable computer software
• Ability to maintain confidentiality and handle confidential documents and reports
• Ability to work with a diverse population
• Ability to work independently and to make decisions on own
• Skills in communication, interpersonal skills as applied to interaction with coworkers, supervisor, faculty, students, college personnel in other areas, the general public, etc. sufficient to exchange or convey information and to receive and carry out work assignments.

Criteria

CRITERIA : The following criteria, which are not the sole criteria used in the final hiring decision, will be used to review the applications of those persons who meet the stated minimum qualifications and to select those qualified applicants who will be interviewed. Other information and observations made during the interview process may be considered in the selection process. A Resume/CV and cover letter are required with the application. Please ensure that your documents address the criteria listed below for this position.

ESSENTIAL DUTIES

• Performs secretarial duties with minimal supervision for the departments which includes the chairperson, coordinators, and faculty
• Composes correspondence from verbal instructions or brief written notes for signature of chairperson, coordinators, and faculty.
• Types a variety of documents, i.e., memoranda, classroom handouts, study guides, student manuals, orientation manuals, procedure manuals, tests, textbook orders, evaluation comments, schedules, certificates, programs, brochures, and miscellaneous forms; checks for accuracy and completeness; prepares for printing and distributes.
• Accesses and retrieves student and course information from various database software (i.e. Colleague).
• Gathers, compiles and/or reviews data to ensure completeness and accuracy. May prepare standard recurring reports.
• Enters statistical and narrative data into computer files according to established procedures and generates standard lists and reports as required.
• Opens, sorts and distributes mail to appropriate personnel. Processes out-going mail.
• Prepares files including organizing and assembling required documents.
• Maintains documents, forms, correspondence, etc. According to established filing system.
• Organizes and prioritizes clerical requests from faculty and coordinators
• Schedules meetings and appointments for department personnel and maintains appointment and/or facilities calendars.
• Attends meetings and takes minutes, as requested.
• Prepares material relating to reports and other important and confidential matters.
• Greets visitors and answers phones; directs person(s) to the appropriate personnel and/or takes accurate messages. Provides standard information regarding department procedures, policies, services, etc. Upon request. Explains admissions processes (including selective admissions), program requirements, and provides information pertaining to programs, courses, pathways, degree and certificate options available. Follows up with appropriate mailing.
• Provides customer services by disseminating forms/applications and answering specific questions regarding departmental programs and services.
• Monitors and tracks inventory of supplies/forms, arranges for replenishment of items, receives delivers and distributes accordingly.
• Processes room reservations for meetings, special classes, and special events.
• Assists in the coordination of advisory board committee meetings, pinning ceremonies, luncheons and other events.
• Assists in the training and supervision of subordinate staff, i.e. Student assistant, delegates workload and assignments.
• Prepares and maintains appropriate confidential and sensitive administrative materials related to the health sciences programs, especially documents required for clinical/internship participation.
• Assists health science programs with various aspects related to the clinical component of the programs (i.e. Orientation requirements, clinical placement coordination). Submits required documents to clinical affiliates at the request of department chairpersons and coordinators.
• Assists with activities associated with student registration.
• Submits askpgcc tickets as needed.
• Assists in the training and supervision of subordinate staff (i.e. Student assistant) and delegates workload and assignments.
• Performs other related duties as assigned

Job Requirements

PHYSICAL REQUIREMENTS
Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle, or feel objects and controls. Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to a, personal computer, calculator, copier, and fax machine. No significant climbing, stooping, kneeling, crouching, pushing, pulling, and grasping. Moderate reaching, standing, walking, lifting and repetitive motion required.

OTHER REQUIREMENTS

• Must be able to work Monday thru Friday, 8:30 a.m. – 4:30 p.m.
• Ability to communicate effectively in spoken and written standard English.
• As required by the 1986 Immigration Act, be prepared to present acceptable documentation showing your identity and that you are a U.S. citizen or an alien who is authorized to work.
• A background investigation will be conducted prior to the offer of employment. A signed authorization for the release of personal information will be required if selected for an interview.

Is Background Check Required?

Yes

Is the incumbent responsible for working with minor children or directly engaging with minor children on campus?

No

Posting Detail Information

Posting Number

PGCC186211/12

Open Date

06/07/2023

Close Date

Open Until Filled

No

Background Check Statement

Prince George’s Community College is committed to providing a safe campus community. PGCC conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, education verification, and when appropriate, a financial (credit) report or driving history check.

Special Instructions to Applicants

Effective August 8, 2022, Prince George’s Community College’s current vaccine mandate will expire for students, faculty, and staff. Select exceptions may apply. Face coverings will be voluntary campus-wide, including in classrooms and instructional spaces. Although the College will no longer require new employees and students to be vaccinated as a condition of employment or instruction based on current public health conditions, COVID -19 vaccines and boosters are strongly recommended.

The COVID -19 vaccine mandate will remain in effect for areas that operate under a designated governing body, including allied health, athletics, and first responders.

Application Status ; you will receive an email acknowledging receipt of your application, upon which time no further communication occurs unless selected for an interview or the position is filled. If recommended for hire, communication is immediately sent to your references listed on your application. Also, you will receive an email notification from HireRight requesting you to submit authorization to complete a background investigation.
Posting Specific Questions

Required fields are indicated with an asterisk (*).

1. * Do you have a high school diploma?
   • Yes
   • No
2. * Do you have two to three years of previous general office/clerical experience?
   • Yes
   • No
3. * Please be advised that as required by the 1986 Immigration Act, candidates must be prepared to present acceptable documentation showing identity and that you are a U.S. Citizen or an alien who is authorized to work. It is the college's policy that PGCC does not provide sponsorship for prospective employees. Are you seeking sponsorship?
   • Yes
   • No
4. * How did you hear about this employment opportunity?
   • HERC
   • HigherEd Jobs
   • Hispanic Outlook
   • Indeed
   • Personal Referral
   • PGCC Website
   • Social Media (LinkedIn, Twitter, Facebook)
   • The Chronicle of Higher Ed
   • The Washington Post
   • Other: Please indicate below
   • Educause
5. How did you hear about this employment opportunity? If you selected 'Other' please indicate source:
   
   (Open Ended Question)
   
   

Applicant Documents
Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Letter of Recommendation 1
2. Letter of Recommendation 2
3. Certifications - See Minimum Qualifications for type
4. Other