SUMMARY STATEMENT
The Administrative Office Associate provides administrative and clerical support to the Division Director, the full-time and adjunct faculty. The Administrative Office Associate provides assistance and guidance to students, other HCC staff and administration as needed.

ORGANIZATIONAL RELATIONSHIPS
The Administrative Office Associate reports directly to and is responsible to the Division Director.

The Administrative Office Associate coordinates closely with the Office of Academic Affairs, administrative deans, division faculty, human resources, instructional support personnel, clinical contracts coordinator, admissions, academic advising, student services, finance office, facilities, director of public safety, purchasing and business services, and other division Administrative Office Associates in carrying out assigned responsibilities.

ESSENTIAL DUTIES:
Administrative and Divisional Support:

Provides comprehensive administrative and divisional support to the Division Director, faculty, and staff to ensure the efficient functioning of the division.

Supports the development, maintenance, and implementation of the academic schedule in collaboration with the Division Director and the scheduling team.
Coordinates with internal departments and external vendors to support divisional activities and resolve administrative, scheduling, technology, facility, and related issues.
Assists with the planning, coordination, and support of divisional meetings, events, ceremonies, and special projects.
Maintains divisional office operations, including the procurement and management of supplies, equipment, instructional resources, and related materials.

Faculty, Staff, and Program Support:

Provides administrative support to division leadership, faculty, and staff in carrying out instructional, programmatic, and departmental activities.
Assists with employee onboarding, personnel documentation, and other administrative processes.
Prepares, edits, distributes, and maintains correspondence, reports, records, and other divisional documents.
Coordinates logistics for meetings, advisory committees, and other divisional functions.
Supports instructional activities through the maintenance of academic resources, curriculum materials, and related documentation.
Assists with resolving scheduling, classroom, technology, and instructional support matters.
Assists with purchasing activities, budget-related administrative processes, and recordkeeping.
Provides direction and guidance to student workers and volunteers assigned to support division operations.

Student Services and Program Support:

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.
Assists students with program-related processes, requirements, and documentation.
Provides administrative support for selective-admission and other Health Sciences programs, including applicant communications, acceptance processes, student documentation, orientation activities, and program-specific requirements.
Coordinates the development, maintenance, and distribution of student orientation materials and packets for divisional programs.
Communicates schedule changes, class cancellations, and other pertinent information to students and faculty.
Provides administrative support for student-related activities, events, and services.
Supports graduating students with program-related documentation associated with professional testing, certification, and licensure processes.

Records Management and Compliance:

Maintains, secures, and updates divisional, faculty, staff, and student records in accordance with institutional policies and applicable regulations.
Collects, tracks, maintains, and secures required student documentation, including health records and other program-specific compliance requirements.
Obtains, maintains, secures, and monitors criminal background check documentation in accordance with program, institutional, and regulatory requirements.
Maintains electronic and physical filing systems and ensures the accuracy, completeness, security, and confidentiality of records.
Monitors required documentation and communicates deficiencies or compliance concerns to appropriate personnel.

Data Management and Reporting:

Compiles, maintains, and reports statistical, divisional, and program-related data to support planning, assessment, accreditation, compliance, and decision-making activities.
Assists in the preparation of reports and documentation required for institutional, regulatory, and programmatic purposes.

General Responsibilities:

Maintains confidentiality of sensitive student, personnel, and institutional information.
Demonstrates professionalism and provides excellent customer service in all interactions.
Collaborates with divisional personnel and college departments to support the mission, goals, and objectives of the division.
Performs other related duties as assigned.

Performs other duties as assigned by Director of Health Sciences.

EDUCATION AND EXPERIENCE:

Associate’s degree and medical terminology, or the willingness to obtain a degree if hired, health care background preferred; 2-3 years clerical and administrative experience; or any combination of experience and training which provides the required knowledge, skills, and abilities.

SKILLS AND ABILITIES:

Must have excellent skills in computer applications such as Microsoft Word, PowerPoint, Excel, Access, e-mail (Outlook preferred) and ability to use an integrated computerized system (Datatel 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.

Hagerstown Community College

Administrative Office Associate III - Health Sciences Division

About the Job