Administrative Assistant, Selective Admissions Program

Johnson County Community College

Position Title
Administrative Assistant, Selective Admissions Program


Department
Academic Affairs



Position Type
Full-time Hourly, Non-Exempt


Number of openings
1



Work Schedule, Hours per week
Monday-Friday 8-5, 40 hours per week



Position Grade
LVL4



Pay Range
$16.50-$20.63 per hour (actual pay depends on qualifications)



Location
Overland Park Main Campus



Benefits Category
Full-time

JCCC Benefits Information



Job Summary
Established in 1969, Johnson County Community College is dedicated to transforming lives and strengthening communities through learning. Located in Overland Park, Kansas, JCCC has enjoyed a national reputation for educational excellence and student success for more than 50 years. That's five decades dedicated to smaller class sizes, more resources and a thriving campus culture - not to mention our competitive tuition rates and extracurricular experiences that transcend the norm.

This position supports the Director through coordination of processes and activities in the department to drive effective and efficient operations.



Job Duties
Job duties include but are not limited to:

• Communication - Communicates and ensures compliance of program goals, standards, and deadlines. Serves as the primary contact for the program office. a. Prepares numerous types of correspondence, graphics, and other written communications by composing text, typing, proofing and finalizing the documents, many of which are proprietary in nature. b. Communicates with employees and faculty regarding time sheets and contracts. c. Organizes important data and information cy creating databases and filing systems, maintaining records, and developing and producing reports. d. Maintains and updates program web pages. e. Coordinates new class/cohort orientation and ensures counselors and student services are available to participate. f. Collects and manages results from program evaluations for classroom, lab, and clinical including teaching practices, book reviews, and program practices for internal and accreditation agencies. g. Coordinates college publications and printing for program promotions. h. Assists in the hiring process (schedule interviews, input information for board approval, request keys & voicemail.) i. Manages communication with students. j. Provides leadership to part-time administrative staff and/or work-study students by training, answering question, and providing day-today work direction. k. Documents key information and progress based on desired specification set forth by outside regulatory or accrediting bodies.
• Maintains and updates database of advisory board members
• Collates and records results from staff, clinical and advisory committee members regarding program resources for internal use as well as reporting to accreditation agencies.
• Assists with selective admission process including preparing interview and follow up letters, scheduling interviews, meeting prospective students and answering questions.
• Records minutes at all advisory meetings as well as other meetings, type minutes and submits for approval. l. Responsible for communication with external client for the transmission of confidential documents.
• Prepares various types of contracts and forms which require specific format, information, and calculations by selecting the proper document, entering all information accurately and ensuring the materials are correct prior to sending.
• Maintains confidentiality of sensitive and/or privileged information by assuring security and appropriateness of both verbal and written communication.
• Financial- Works independently but in collaboration with the Director to make purchases, provide budget documentation for reports and manage student payments for program purchases. a. Works with students and staff for payment of program deposits, background checks and drug tests. b. Supports the program/department's financial management by tracking costs, keeping account balances, and running reports using the BANNER system, including preparing detailed cost effectiveness reports. c. Coordinates and processes documents for payment of guest lectures and consultants. d. Follows guidelines for use of procurement card for purchasing supplies and maintains balanced monthly statements. e. Drafts requisitions for equipment purchases, accreditation fees, association memberships, and clinical affiliate director open purchase orders. f. Manges accounting of monies collected for various events and organizations. g. Prepares and submits documentation for Board of Trustees approval.
• Coordination - Arranges, coordinates and supervises all elements and requirements of program events with external and/or internal parties ensuring client satisfaction in collaboration with the director. a. Supports faculty and/or staff members by scheduling appointments, ensuring needed materials and supplies are in place, preparing class surveys, providing mail services and answering questions and providing needed information. b. Ensures rooms are scheduled and post notices based on changes in class schedules using Ad Astra. c. Arranges program information sessions in collaboration with various college departments. d. Prepares information packets for students. e. Communicates with interview committee regarding interview dates and compile prospective student records and scoring sheets for committee review. f. Maximizes time effectiveness of program/department operations by arranging and scheduling meetings, seminars, travel, and other events. g. Maintains database of program institutional affiliations, vendors, and education liaisons. h. Assists division office in maintaining current affiliate agreements. j. Records, reviews, and maintains daily and weekly spreadsheets for each employee's hours by pay period. k. Compiles hours worked by hourly employees, such as ALS & BLS Lab Clinicians, Lab Technicians and others. l. Collects and collates information regarding shadowing experiences for students.
• Program Operations - Ensure functionality of the department throughout the academic year. a. Coordinates printing and mailings to prospective students ensuring packets are updated and accurate. b. Uses selective admission download process to view current applicant information. c. Inventories equipment and updates annually, surplus equipment an return equipment when necessary. Inputs IPT requests for the department annually. d. Works with instructors at off campus sites to coordinate printing, supplies, syllabi and other instructor/student needs. e. Prepares course schedules using the BANNER system by accurately entering all needed information and taking responsibility for the final schedule for the program. f. Supports the facilities needs for the program/department by initiating, coordinating and following up on requests for service and maintenance to buildings and equipment to ensure completion. g. Creates and maintains administrative, clinical files, databases, and filing systems for students and faculty; maintains confidential files as well as develops and produces reports. h. Prepares clinical packets for participating affiliates/hospitals/agencies. i. Maintains confidential student and graduate address and email information for future correspondence and for use by Institutional Research. j. Coordinates and updates all information needed to submit accrediting agencies. k. Serves as central point of contact by handling phone calls, emails, directing visitors, relaying messages; conducting tours of the SIM Lab, skills lab, and clinics; and facilitating communications both inside and outside of the program/department. l. Inputs class waivers in BANNER for students enrolling for specific program courses. m. Assists in assuring documentation is in place for student CPR certification, physical health requirements and assorted credential and licenses. n. Assist students by responding to questions, complaints, and problems as well as providing course-specific information and handling unique enrollment situations. o. Works with current students and graduates in regard to certification and licensure paperwork, clinical preparation documentation and other miscellaneous inquiries. p. Recruits prospective students through mailings, telephone calls and email contact to note their progress and address their questions. q. Provides information regarding reverse cooperative (reverse affiliate) programs to prospective and current students including program equivalency. r. Works in collaboration with the director and information services to plan upgrades and updates. s. Understands College resources, processes, and contacts to efficiently complete projects.
• Professionalism and Interpersonal Skills - Assumes responsibility for interpersonal skills, professionalism and ethical behavior. a. Demonstrates the ability to actively listen to internal and external customers, solicit clarification and determine appropriate response and/or action. b. Maintains a professional demeanor when interacting with others, developing a work schedule, setting goals for professional development, and communicating timelines for projects. c. Serves as an integral part of the department team and demonstrates collegiality, patience and dependability. d. Participates in staff development opportunities to maintain expertise sufficient to support program operations. e. Updates technical skills required by system-wide changes, upgrades, and innovations.

Duties and responsibilities, as required by business necessity, may be added, deleted or changed at any time at the discretion of management, formally or informally, either verbally or in writing. Scheduling, shift assignments and work location may be changed at any time, as required by business necessity.



Required Qualifications
Bachelor's degree or Associate Degree with 5 years of direct work experience in a similar
position within a complex organization
2 years as full-time administrative assistant or 2 years of full-time project management, or
event coordination experience in an office environment
Strong and effective organizational skills; ability to work on numerous projects
simultaneously
Effective interpersonal skills and ability to work with people from diverse backgrounds
Ability to problem solve and diffuse conflicts
Ability to work fluently with various types of software applications, including word
processing, database, spreadsheets, graphics/presentation


Preferred Qualifications
5 years as full-time administrative assistant or 5 years of full-time project management, or
event coordination experience in an office environment
Work experience in an educational setting
Advanced use and knowledge of Microsoft Office Suite
Use and knowledge of Banner Finance, Student, and Human Resource modules



Required application documents
Resume

Cover Letter

Unofficial Transcripts



Disclosures
Every employee of the college is expected to treat all members of the college community with dignity and respect demonstrating professional, courteous and respectful behavior and engage in constructive conflict resolution, when needed.

In accordance with the college policy, finalists for this position will be subject to criminal background investigations. Individual hiring departments at JCCC may elect to administer pre-employment tests, which are relevant to essential job functions as part of the applicant selection/hiring process. Many departments require those selected for hire to submit a certified transcript for all degrees obtained. For full consideration, applicants are encouraged to apply prior to the review date listed in posting.

Johnson County Community College (JCCC) is an Equal Employment Opportunity Employer. JCCC provides equal employment opportunities to all qualified applicants without regard to race, sex, sexual orientation, gender identity, national origin, color, age, religion, protected veteran or disability status, or genetic information.

If you are an applicant requesting assistance or a reasonable accommodation in the application process, please contact the Office of Human Resources at 913-469-3877, or email hr@jccc.edu.

For a summary of all disclosures (Background Check, Clery Act, ADA, EOE, etc.) refer to the links on our Careers Page.


To apply, please visit: https://careers.jccc.edu/en-us/job/494876/administrative-assistant-selective-admissions-program


jeid-e3f32434a2abc547a1ea48c197381af8