Job Description

SUMMARY STATEMENT:
The Administrative Office Associate provides administrative and clerical support to the Nursing Evening/Weekend Program Coordinator and faculty, serves as division receptionist, and aids students in the evening-weekend program and others.

Please note, this is a grant-funded, part-time position for 29 hours per week.

ORGANIZATIONAL RELATIONSHIPS:

• The Administrative Office Associate reports directly to and is responsible to the evening/weekend Nursing Program Coordinator.
• The Evening/Weekend Administrative Office Associate coordinates closely with the daytime Administrative Office Associate, evening/weekend faculty, lab support personnel, and other Division Administrative Office Associates in carrying out assigned responsibilities.

ESSENTIAL DUTIES:
Provides administrative assistance to the evening/weekend Program Coordinator, faculty and Lab staff:

• Type general correspondence for the evening-weekend program, including acceptance, stand-by, and decline letters.
• Graduate survey mailings in nine months and then compiles data.
• Serves as receptionist/message center for the evening/weekend program.
• Serves as liaison for full and part time faculty during evening-weekend program hours.
• Works closely with the day time Administrative Office Associate.

Maintains evening-weekend program records:
Develops, maintains, secures, and updates confidential student files and other division files according to legal standards in the Maryland Nurse Practice Act and as directed by the Division Director. Student files involve the following:

• All health forms including immunizations and drug screen results.
• Copies of CPR certification. 
• Annual PPD screening.
• Criminal background checks.
• Maintains the security of all files.

Provides assistance to the Evening/Weekend Nursing Program Coordinator to develop and maintain the credit schedule:

• Inputs all scheduling information for the evening/weekend program via the Datatel/Ad Astra database for each new semester.
• Retrieves data as needed and disseminates information to appropriate individuals.
• Updates schedule changes in the Datatel/Ad Astra system and disseminates that information appropriately.

Provides assistance to the Evening/Weekend Nursing Program Coordinator and faculty in developing, maintaining, and revising evening/weekend Courses:

• Types and collects course syllabi and outlines for the evening/weekend program.
• Types curriculum materials, and reports.
• Distributes Nursing Student Handbooks to the evening/weekend students.
• Types revisions to program and course descriptions and submits to the appropriate office.
• Provides technical and specialized clerical assistance for instructional-related projects.

Provides assistance to students and others:

• Assembles and assists graduating students with licensure applications and information.
• Provides direction and guidance to prospective Nursing Evening/Weekend program applicants regarding eligibility, application deadlines, selection process, and estimated program costs.
• Directs inquiries/requests from students to division personnel as appropriate.
• Informs students of schedule changes and/or class cancellations and posts cancellations outside classrooms as appropriate.
• Provides technical and specialized clerical assistance for instructional-related projects.

Assists the evening/weekend Nursing Program Coordinator and faculty with coordination of clinical affiliations, in conjunction with Meritus Medical Center and other facilities as needed:

• Compiles and forwards student information to clinical sites prior to the beginning of student rotations.
• Interacts with hospital personnel regarding clinical schedules.

Compiles and maintains statistical data:

• Compiles information regarding students applying to the evening-weekend program to be used for the selection process
• Compiles demographic and other statistical data related specifically to the evening/weekend program students.

EDUCATION AND EXPERIENCE:

• Associates Degree required; 2-3 years clerical and administrative experience in an education setting and medical terminology required.

SKILLS AND ABILITIES:

• 'Must have excellent skills in computer applications such as Microsoft Word, PowerPoint, Excel, e-mail and ability to use an integrated computerized system (Datatel/AdAstra preferred). Ability to: work and make decisions independently with a minimum of supervision and communicate with tact and diplomacy; organize and prioritize work load, complete tasks in a timely manner, and attend to details. Good telephone skills including the use of a multi-line phone.

APPLICATION INSTRUCTIONS:

• For more information on this position and to formally apply, please visit HCC's employment page at

Questions may be directed to the Human Resources Office at 240-500-2585 or email hr@hagerstowncc.edu

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