Job Description

POSITION SUMMARY

Under general supervision, provide superb customer relations and administrative support that enables the department(s) to achieve its goals and advance of the mission of Marion Technical College (the "College"). 

ESSENTIAL JOB DUTIES, FUNCTIONS AND RESPONSIBILITIES

1. Respond to inquiries from students, College employees and customers, while maintaining standards of confidentiality and privacy, in a timely manner; maintain confidentiality in accordance with the College, FERPA, student records, and any other protected documentation.
2. Provide administrative support to the department(s) and all of its programs, faculty, community faculty, and students, including receptionist functions. Maintain an organized and professional department reception area. Receive and direct incoming phone calls, greet and direct visitors and students, and respond to general questions. Maintain and update appointment schedules for the Director(s) and faculty.
3. Respond to faculty, staff, and student inquiries regarding policies, procedures, advising, and student records. Organize, retrieve, and process mail, and other communications that aid the department Director(s) and faculty.  
4. Provide assistance to develop and fulfill the College and the department's mission, including all academic programming, new program development, communication with constituencies, enrollment management, evaluation and assessment of student learning, academic support services, curriculum development and program evaluation, courses and curricula.
5. Serve as a liaison between the department Director(s), faculty, students, and other College administrative staff. Handle unanticipated discretionary matters in a judicious manner in the absence of the Director(s). Assist in the development and implementation of policies and procedures in accordance with College policy.
6. Develop thorough understanding of the certificate and degree programs and the registration and record-keeping processes and procedures. Maintain an understanding of course transferability and the ability to communicate and relate to students.
7. Assist in developing the schedule of classes, staffing of faculty coverage for classes, registration days for advising and registering students, etc. Coordinate and accurately document contract information relative to adjunct faculty and other employment.
8. Maintain a list of changes from year to year for curriculum changes, textbooks, course materials, etc. and coordinate the data to update catalog and student handbook annually; retain changes annually. Manage textbook orders, faculty office schedules, adjunct faculty schedules, and distribution of course materials to adjunct faculty, as needed. 
9. Provide administrative support for program accreditation activities, initiatives, projects, self-study, etc. Assist in the coordination and preparation of national accreditation reports and on-site accreditation visits.
10. Assist the Director(s) with the student program admission process, including verifying admission requirements, ranking, preparing admission letters, maintaining currency of admission lists and statistics, and student orientation meetings.
11. Assist with student medical physicals and all diagnostic screening reports for each student entering into clinical settings and makes phone calls to students regarding clinical requirements, scheduling drug screens and physicals, documentation, etc. Assist the respective Director/Clinical Coordinator with the assignment of students to clinical sites. 
12. Enter student information and scan fingerprints into the criminal background checking system for each student entering into a clinical setting as mandated for the programs. 
13. Initiate paperwork to the respective program Director and Dean(s) to remove or decline admission into program(s) for students that do not meet admission requirements, including medical physicals, diagnostic screenings, positive drug screens and background checks, and any other admission, clinical site, and/or program requirements. Document and verify that any student(s) not meeting admission requirements, upon confirmation of the program Director and/or Dean, are notified by mail and documentation is filed in the student file.
14. Coordinate and administer routine and special projects, including high volume of electronic communications, meetings, virtual inquiries, and other tasks as assigned. Prepare materials and correspondence of routine and confidential natures.
15. Assist with marketing/promotion of departmental courses, brochures, flyers and special events, and participate in occasional special events, in coordination with the Admissions and marketing departments.
16. Assist with completion of purchase requests and order supplies through Business Portal; maintain area copier / printer. Maintain user proficiency for software programs, systems, and databases used by the College. 
17. Plan and organize meetings to include tracking, monitoring and follow-up on the progress of projects, action items, and strategies. Prepare agendas, develop communication and correspondence, and distribute appropriate meeting materials. Follow-up with appropriate staff and document timely response to requests and correspondence; coordinate with other departments to secure requested materials. Serve as the official recorder for meetings which includes recording and accurately transcribing minutes.
18. Establish and maintain an organized, comprehensive record-keeping system for the departments and maintain records, materials, accreditation, correspondence, reports, etc. of confidential and complex natures, within the system. Organize and maintain departmental data on network shared drives. 
19. Serve as the Records Retention Official for the department. Create and maintain an electronic archiving system for records that are to be retained, including developing a scheduling system to properly destroy records, according to the approved College Records Retention schedule.
20. Develop professional opportunities within the scope of work responsibilities, department, and College objectives. Demonstrate self-motivation and be willing to research and continually update knowledge and skills, as well as provide input and accept additional and changing work responsibilities.
21. Attend on- or off-campus College meetings and serve on internal and external committees, as assigned. Adhere and monitor safety practices, rules, and other regulations within the College, high schools, and other locations.

QUALIFICATIONS 

Associate’s degree required. Three to five years of general office and strong customer service experience required. Proficiency in Microsoft® Office programs (Word, Excel, PowerPoint, and Outlook) with excellent computer and related technology skills required. Demonstrate the ability to work independently and complete projects with minimal direction and oversight. Previous experience in higher education highly desired. Any combination of work experience, training, and/or education equivalent may be accepted. Willingness to work an irregular schedule as assigned. Ability to successfully pass a background check, prior to and after employment. Valid driver’s license or dependable transportation required.

ADA SPECIFICATIONS

This position is classified as Staff and will perform a wide range of professional and administrative support functions for the College, primarily in an office setting. Further information may be obtained from the Office of Human Resources.

DISCLAIMER

Any other duties deemed appropriate may be assigned - The duties and responsibilities defined above are not an all-inclusive list, but a general summary of typical duties.  Individuals in this position may be asked to perform a wide range of related tasks, within the scope of their education or certification, to ensure that the highest level of educational services are provided.  We all share the responsibility of doing whatever is required to make Marion Technical College a great place to be - for an education and for a career.

APPLICATION INFORMATION  

Submit a cover letter, resume/vita, and three professional references for the position; a single PDF file with all required application materials is preferred in the “attach/upload resume section” of the application. 

*Please mention you saw this ad on Postdoctorals.*

Apply Now