Administrative Assistant, Health Sciences and Wellness Programs

Salary: $2,344.75 - $2,930.92 Monthly
Location : COA - Elizabeth City, NC
Job Type: Full Time
Division: Health Sciences and Wellness Programs (DOL)
Opening Date: 05/29/2025
Closing Date: Continuous
FLSA: Non-Exempt

About COA:

College of The Albemarle, located in Elizabeth City, North Carolina, is the state's first community college, founded in 1961. We strive to transform lives by inspiring and empowering individuals and communities of our seven-county service area. Through our four locations, we provide quality college transfer and career and technical education to residents in northeast North Carolina.
Description
Position Subject to Availability of Budgeted Funds
The role of the Administrative Assistant, Health Sciences and Wellness Programs (HSWP) is to perform a variety of general and specialized secretarial and clerical work in support for the Division of Health Sciences and Wellness Programs and to provide general information and assistance to the public regarding College programs, policies and procedures.

The Administrative Assistant, HSWP receives supervision from the Dean, HSWP.
Examples of Duties

General:

• Assists in preparation of academic area catalog, HSWP schedules, revisions and addendums and enters divisional schedules in Datatel/Colleague before each registration period.
• Performs complex and confidential secretarial and administrative activities for faculty and staff upon approval from HSWP Dean.
• Completes and distributes a variety of regular and confidential documents while maintaining the security of each.
• Verifies and reviews forms for completeness and conformance with established regulations and procedures; updates and maintains files; purges outdated or obsolete files; collects and processes appropriate information; ensures that regulatory or accrediting agencies receive appropriate forms and reports.
• Acts as a liaison; conveys messages; responds to requests and inquiries from students, faculty and staff; provides routine information.
• Acts as a receptionist, answers phone, conveys telephone messages, responds to requests and inquiries from students, faculty, staff and the public, provides routine information related to HSWP programs and gives directions.
• Participates in the mail process; receives, sorts and distributes incoming and outgoing correspondence.
• Maintains and orders supplies; troubleshoots office machines/copier and classroom areas used by faculty and staff.
• Participates in the maintenance of regular or confidential files, charts, reports, records and other data; gathers and compiles the required information, organizes documents and records according to standard policies and procedures.
• Manages support tickets, facility use contracts and scheduling through 25 Live for the Owens Center and HSWP Programs.
• Assists faculty, staff and students with various administrative support tasks.
• Assists with the student registration process as necessary prior to each College semester.
• Records and distributes the minutes of regular staff or various committee meetings as assigned.
• Participates on College committees and in other institutional activities as assigned.
• Prepares a variety of reports, documents and letters for the division.
• Schedules classrooms and labs and maintains calendar for the division as well as scheduling conference room and computer lab for meetings and classrooms for clinics, etc.
• Attends College and/or administrative functions.
• Performs other duties as assigned.

Unique:

• Compiles data from Student Health Forms for programs prior to deadline dates, ensuring all data is completed including a current cardiopulmonary resuscitation (CPR) certification and other needed items such as nurse aide registry, criminal background checks and drug screens necessary for specific programs. Obtains and files documentation for program graduates and licensure certification.
• Serves as the Secretary for all Advisory Boards in the HSWP and prepares minutes for distribution as needed.
• Assists in scheduling/preparing pinning programs and submitting to Marketing for printing and assists with other pinning activities for Health Science pinning ceremonies.
• Assists in preparing clinical contracts for new facilities as well as keeping up with renewal dates.
• Assists in documenting CPR certification, current licensure and PPD skin tests for full-time and part-time nursing instructors.
• Acquires student transcripts from Datatel/Colleague for some Health Sciences Programs ensuring GPA's are compliant with program guidelines upon admission and during enrollment in programs.
• Maintains confidential faculty and staff personnel files for HSWP Dean.
• Assists Financial Aid Office with scheduling meetings/location with students when necessary and notifies Financial Aid Office when students are no longer in programs that may/may not receive financial aid.
• Assists with Health Sciences Programs pre-admission meetings as well as all Health Sciences Programs orientation meetings by preparing documents for faculty and students as needed.
• Prepares and mails pre-admission letters as well as acceptance letters, withdrawal notifications and other important documents for all Health Sciences Programs.
• Communicates with the College's Admissions office the names of students admitted to Health Sciences Programs by providing copies of acceptance letters for files.
• Assists in collecting patient databases prepared by nursing students for delivery to clinical instructors for grading.
• Maintains notebooks with evaluation forms for select programs consisting of evaluations of instructors (classroom and clinical), facilities and course.
• Maintains glass case display and engraving of plaques and other display items for the Owens Center.

Typical Qualifications

Required:

• An associate's degree or higher from a regionally accredited college.
• One year of responsible secretarial or clerical experience involving public contact.

Knowledge, Skills & Abilities

Knowledge of:

• Current office procedures and methods.

Ability to:

• Use correct English, spelling, grammar and punctuation.
• Use technology efficiently.
• Interpret and apply the policies and procedures of the assigned function.
• Communicate clearly and concisely, both orally and in writing.
• Work independently in the absence of supervision.

College of The Albemarle is an Equal Opportunity Employer and seeks candidates who reflect the diversity of our region. In striving to create and sustain a welcoming learning community for all members, employment decisions shall be made without regard to race, national origin, color, religion, sex, disability, age or political affiliation.

Employment with College of The Albemarle is contingent upon the satisfactory results of background and reference checks.

College of The Albemarle does not provide work visa sponsorships. To be considered for employment, applicants must be permitted to legally work in the United States without employer sponsorship.
Retirement, Health Insurance., Holidays, Annual/Sick Leave
01

Please select your highest level of education:

• High school diploma or equivalent
• Associate's degree
• Bachelor's degree
• Master's degree
• Professional degree - certificate
• Doctorate degree
• N/A

02

How many years of responsible secretarial or clerical experience involving public contact do you have?

• Less than 1 year
• 1-3 years
• 4-5 years
• 5+ years

Required Question