Secretary II

Position Title:

Secretary II

Job Description:

POSITION TITLE: SECRETARY II, Nursing Education

STATUS: Part-time

DEPARTMENT: Nursing

DIVISION: Academic Affairs

CLASSIFICATION: Non-exempt

UNION: Technical Office Support Staff

REPORTS TO: Department chair

PLACEMENT: Clerical Grade 8

MINIMUM PAY RATE: $18.28 per hour

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The student population at the college is diverse in ethnicity, gender, language, age and background. Joliet Junior College is an AA/EO employer and strongly encourages applications from candidates who would enhance the diversity of its staff.

POSITION SUMMARY

To provide a variety of clerical and secretarial duties requiring the exercise of high level of discretion; to provide effective and efficient customer service assistance to students, faculty, and college personnel, and support to the department chair and faculty. Initiative and independent action in establishing or adapting work procedures to new situations are required. Work requires knowledge of the policies and procedures within the department and college systems.

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES

• Maintain files/databases (health information and academic information) for assigned certified nursing students and nursing students.

• Notify students when health requirements are not met or expired.

• Run and distribute Compliance Lists to chairperson and faculty informing them of students who are non-compliant with department and health requirements.

• Collaborate with other clerical staff and clinical agencies to determine specific health requirements.

• Complete reports required by clinical agencies regarding compliance.

• Manage assigned projects and execute with accuracy in a timely manner.

• Assist in the completion of forms required for graduates to apply for licensure exam.

• Order office supplies, copy paper and maintain supply room.

• Maintain student emergency contact list each semester.

• Oversee functionality of copy machine and maintain supplies.

• Receive and direct students and visitors, handle phone calls, take and relay messages and provide requested information.

• Provide assistance and referrals to appropriate officials.

• Prepare and type correspondence, documents, internal and external reports, tests and other related materials.

• Distribute mail and maintain faculty and staff mailboxes.

• Assist other clerical staff in the department as necessary.

• Assist with student registration when indicated.

• Assist with creation and maintenance of academic advisor scheduling calendars and schedule appointments for advisors in person and over the phone.

• Print daily schedule and academic summaries for advisors as necessary.

• Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence.

• Assist all department faculty and conduct student evaluations.

• Perform related duties as assigned.

MINIMUM QUALIFICATIONS

• High school diploma or equivalent.

• Five (5) years of clerical/general office experience.

• Strong personal computer skills and a working knowledge of several software including MS Office for Windows, especially Excel and Access, and web applications.

• Attentiveness to detail, excellent customer service, organizational skills, initiative and multitasking ability.

• Excellent verbal and written communication skills, and ability and willingness to work cooperatively with a diverse population.

• Ability to prioritize duties, schedule and carry through assignments with minimum supervision.

• Utmost discretion and confidentiality in dealing with criminal background checks, drug screens and health status of students.

PREFERRED QUALIFICATIONS

• Associate's Degree

• Knowledge of Datatel Colleague Academic System.

• Knowledge of Workday Academic System.

• Knowledge of medical terminology or experience working in healthcare environment.

• English and Spanish verbal and written communication proficiency.

• Demonstrated multicultural competence.

PHYSICAL DEMANDS

Normal office physical demands.

WORKING CONDITIONS

Duties are performed indoors in the usual office environment.

Full Time/Part Time:

Part time

Union (If Applicable):

TOSSC

Scheduled Hours:

20