Program Assistant, Health Careers & Sciences

Department: Assoc Dean Health & Sci - M

Location: Metropolitan Campus

Reports To: Associate Dean, Health Careers and Sciences

Recruitment Type: External/Internal

Requisition ID: req819

Employment Type: Part-Time Support Staff

Vacancy Number: CUSTOM.VACANCY.NUMBER

Union Position: Non-Union

Work Schedule: M-F 1:00pm - 5pm

Number of Openings: 1

Job Description:

SUMMARY

Serves as an initial contact and information resource for students and staff for the Health Careers & Sciences programs. Manages program records and facilitates a variety of student processes both online and in person.

ESSENTIAL FUNCTIONS

Manages the day-to-day front office activities of the program

Maintains accurate program data and is responsible for updating student and program records in various databases/systems in a timely fashion

Serves as primary point of contact for program inquiries and applications

Schedules classrooms, facilities, and workshop presenters as needed

Assists in the data collection for preparation of program reports

Creates the schedule for interview and intake appointments

Maintains an efficient program filing system

Assists in developing program brochures and other marketing materials to meet the program needs

Greets visitors and prospective participants, responds to requests for information, places and receives phone calls, and handles mail

Serves as information liaison for internal and external staff, and external agencies and businesses

Contributes to program’s bi-weekly and monthly reports

May be responsible for updating departmental MS Outlook calendars

Performs other duties as assigned

Qualifications:

REQUIRED QUALIFICATIONS

EDUCATION AND EXPERIENCE/TRAINING

Associate’s degree in a related field

Significant related experience may substitute for education

Minimum of two years of demonstrated office or program support experience

Demonstrated experience making sound decisions that affect a work unit or team

Demonstrated experience in a role requiring diverse problem solving methods in a variety of situations

Demonstrated ability to plan and forecast program enrollment needs.

KNOWLEDGE, SKILLS and ABILITIES

Possess strong organizational and time-management skills

Possess excellent written, verbal and interpersonal communication skills

Ability to foster a team environment and work collaboratively

Ability to research and analyze issues and develop solutions

Ability to manage multiple projects simultaneously in a deadline-driven environment

Ability to work accurately with great attention to detail

Possess excellent customer service skills and proven ability to develop and sustain productive customer relationships

Ability to effectively respond to requests from multiple levels of the College in various departments

Demonstrated basic project management and planning skills

Demonstrated intermediate proficiency with Microsoft Outlook, Word, and Excel

Ability to confidentially and discreetly handle subject matters requiring privacy and sensitivity

Ability to develop and maintain relationships with key contacts to enhance work flow and quality

Possess sensitivity to appropriately respond to the needs of a diverse population

COMPETENCIES

CRITICAL COMPETENCIES

Service Focus

Quality of Work

Adaptability

VERY IMPORTANT COMPETENCIES

Communication

Collaboration

IMPORTANT COMPETENCIES

Time Utilization

Continuous Improvement

PREFERRED QUALIFICATIONS

EDUCATION AND EXPERIENCE/TRAINING

Demonstrated higher education or industry-related experience KNOWLEDGE, SKILLS and ABILITIES

Demonstrated advanced proficiency with the Microsoft Office Suite (Specifically Excel)

Demonstrated proficiency with the Banner System

Demonstrated proficiency with KWEB

PHYSICAL DEMANDS/WORKING CONDITIONS

(The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

The work is performed in a normal, professional office environment;

The work area is adequately lighted, heated and ventilated;

Typically, the employee may sit comfortably to perform the duties of the job and will perform repetitive motions with hands/fingers using a computer mouse and keyboard to type. However, there may be some walking; standing; bending; and carrying of items approximately 20 – 30 lbs.

Work may also require walking and standing in conjunction with travel to and attendance at meetings and conferences away from the worksite

EQUAL OPPORTUNITY STATEMENT

Cuyahoga Community College is committed to attaining excellence through the recruitment and retention of a qualified and diverse workforce. Cuyahoga Community College is an equal employment/educational opportunity institution.

Special Note:

Special Instructions to Applicants: During the application process, you may be required to attach a cover letter and/or resume. It is recommended that you have these documents ready to be attached electronically to the online application. This system accepts only MS Word or PDF attachments. Any employment with the College is contingent upon satisfactory completion of a background check and drug screen.

Affirmative Action Statement: Cuyahoga Community College is committed to attaining excellence through the recruitment and retention of a qualified and diverse workforce. Cuyahoga Community College is an equal employment/educational opportunity institution.