INSTRUCTIONAL SUPPORT ASSISTANT
Provides programmatic, administrative and clerical support for occupational programs under the general direction of the Dean of Occupational Programs. Assists with grants, cost projections, and research as assigned. Maintains databases, and various electronic and hard files
PRIMARY DUTIES AND RESPONSIBILITIES*
Provides administrative, programmatic and clerical support for Dean of Occupational programs while maintaining confidentiality and providing internal and external customer service as necessary and assigned
Coordinates and maintains employer/business database for programs. Utilize database to send out notifications, create clinical recognition plaques, and maintain internship sites, advisory committees, career fairs, and job placement
Assists with grant programs – cost projections and actual cost breakdowns, conduct research and generate reports/recommendations as assigned
Provides administrative support for occupational departments including coordination of training, book adoptions, meetings, site visits, etc. as assigned
Maintains database to organize and monitor credentialing, training and certifications for occupational program faculty
Works with business office on budget summaries. Assist with application and closeout processes
Assists in coordination and implementation of marketing, events, camps, conferences and out-reach activities as assigned
Maintains internship handbook and associated forms for all assigned occupational programs
Tracks data and completes reports within established time frame and format as assigned
Assists with maintenance and development of secondary and post-secondary partnerships
Maintains and monitors articulation agreements, and maintains the web page
Acts as Budget Officer for assigned accounts including researching products/equipment, soliciting bids, securing approvals, generation of requisitions, tracking orders and processing receiving reports, monitoring and ordering office supplies
Responsible for record keeping including processing instructor pay and expense reports and reconciliation of monthly credit card expenditures
Conducts research, composes original correspondence; prepares letters, memos, reports, forms, charts, or other documents from oral instructions or notes
Works in collaboration with Health Science support staff
Directs student workers in the area and assign tasks as appropriate
Performs other related tasks as required
SUPERVISION – Works under the general supervision of the Dean of Occupational Programs.
ATTENDANCE– Individuals in this position are generally expected to be available during the regular business hours of the college, throughout the calendar year, and may occasionally be asked to assist into evening hours, and flex their time accordingly.
WORKING CONDITIONS – Conditions are those of a typical office environment, requiring frequent oral communication with students, faculty, staff, and state officials, and the ability to enter and retrieve data and written communications in electronic format in a timely manner. May occasionally be required to travel to other Kirtland sites, which may involve travel under inclement weather conditions.
- Associate degree or comparable level of post-secondary training and education.
- Three to five years of professional experience in administrative assistant, program management, or training coordination, or a combination of equivalent professional experience commensurate with the requirements of this position
- Experience with grant writing, accounting, or bookkeeping
- Competent in Microsoft Office programs.
- A high level of proficiency in the collection, management, and use of electronic information
- Ability to work individually as well as part of a team
- Demonstrated interpersonal communication skills
- Ability to interact in a positive and professional manner with a wide variety of internal and external customers including visitors, students, staff.
JOB DIMENSIONS – Analysis, judgment, planning and organizing, influence, self-reliance, sensitivity, stress tolerance, confidentiality, technical professional self-development, teamwork, dependability, attention to detail, work standards, initiative, informal communication, written communication, knowledge of work, commitment to the college