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Administrative Associate

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Administrative Associate

Salary

$0.00 Monthly

Location

Hammond, LA

Job Type

Unclassified

Job Number

210671

Department

Northshore Technical Community College

Opening Date

07/16/2025

Closing Date

7/20/2025 11:59 PM Central

+ Description

+ Benefits

About this Job

ADMINISTRATIVE ASSOCIATE

Health Science and Nursing- Hammond Area Campus

Job Announcement

Northshore Technical Community College is accepting applications for a full-time, unclassified position domiciled at the Hammond Area Campus.

Applications will be accepted until position is filled, with preference being given to those received on or before July 20, 2025.

All applicants are subject to a background check, in accordance with NTCC Policy HR-020, a criminal history check will be conducted on all new hires. NTCC participates in the federal E-Verify system for identification and employment eligibility purposes.

To apply please submit: (1)a letter of application,(2)a resume and(3)official transcript (no copies, will accept e-scripts) For a transcript to be considered official, it must be sent directly from the school/college/university to Human Resources at the following address or email:

Attention: Hiring Manager

Northshore Technical Community College

65556 Centerpoint Boulevard

Lacombe, LA 70445

Telephone number: 985-545-1262

Email:[email protected]

Minimum Qualifications

Ten (10) years related work experience in clerical, administration, student services (preferred), or a health-related field.

or

Associate degree from an accredited college/university withseven (7)yearsrelatedworkexperienceinclerical, administration, student services, or a health-related field.

or

Bachelor’s degree from an accredited college with five (5) years related work experience in clerical, administration, student services (preferred), or a health-related field.

Job Specification

Responsibilities include greeting guests, scheduling meetings and appointments, making office supplies arrangements, and providing general administrative and program support to the lead instructor and faculty of the Health Sciences and Nursing department. Serves as primary point of operational and administrative contact for internal and external constituencies, often on complex and confidential issues. Coordinates the provision of office and staff support to the Health Sciences and Nursing department, and oversees and/or participates in the coordination, supervision, and completion of special projects and/or events. Serves on a variety of committees in a support capacity.

Job Duties and Other Information

+ Provides confidential secretarial and administrative support for the Health Sciences andNursing program, to include managing schedule/calendar, screening and handling telephone communications for the campus, greeting and directing visitors, and dealing with student challenges and inquiries asappropriate.Includes maintaining departmental files, student files, and other appropriate records; performing general clerical duties including organizing, filing, shredding andphotocopying documents and files, etc.; composing written correspondence andmaterials; create and update all departmental forms; prepare minutes, reports, statistical data, and other materials pertaining to Health Sciences programs; initiate, process andtrack departmental forms such as admission documents, purchase orders, personnelcredentialing documents, clinical site contracts; schedule and organize required student drug testing to include processing requiredpaperwork; schedule appointments, meetings, send out meeting notices;managedistributionofallincomingand outgoingmail;screenandrespondasnecessary; assemble attachments and corresponding material; review outgoing materialfor completeness, dates, and signatures.Prepare documents as requested by faculty, LeadInstructor, and Dean of Health Sciences. Communicate with AdvisoryCommittee members, record minutes for meetings, contact business & industry forcareer and health fairs and assists in coordinating these events, track inventory &equipment,ordersupplies.

+ Will be customer driven and student oriented in all communications with stakeholders. Assistthepublic/customers.Greetvisitors,student,and/oremployees andrespondto inquiries,requestsforinformation,andprovide needed assistance.Assistwiththeregistrationofnew students.Coordinate informational meetings for all applicants to campus healthsciencesprograms.Scheduleandassistwithorientationof allhealthsciencestudents. Assistwithgraduation pinningceremonies.

+ Advises students for RN, PN, MA, PCT, CNA, Vet Tech, and Pharmacy Tech programs. Includes reviewing test scores and completion of pre-req courses; advises next steps for students that are unable to achieve the required scores, or alternative pathways based on test scores; audits transcripts to determine if credit is transferable for all divisional programs and for any advanced standing needs to be reviewed by AP HSN, Lead Instructor or Assistant Director of Nursing.

+ Manages applications and ranking spread sheet for all Practical Nursing Applications.

+ Ensureseffectivetelephoneandmailcommunicationsbothinternallyandexternallytomaintainprofessionalimage.

+ Manages all Clinical Affiliation Contracts, including New Contracts, Renewals, Expired, etc.

+ Maintains DropOut Detective Faculty Database for their campus faculty.

+ CoordinateswithIT,Facilities,andPurchasingdepartmentsonallofficeequipment.

+ Gathers, enters, and/or updates data to maintain departmental records and databases,asappropriate; establishesandmaintainsfiles andrecordsfortheoffice.

+ Composes and prepares written documentation and correspondence for the respective boards, screens and evaluates incoming and outgoing correspondence and preparesresponsesas appropriate.

+ Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the Health Sciences and Nursing program.

+ Coordinates with external vendors and professional services provided to the programwhichinclude,butarenot limitedto,ATI,NCLEXReview, Hurst Review, SIMLab,etc.

+ Checks in deliveries from UPS, FedEx, etc. and ensures that items ordered have beenreceived.Sends required documentation to purchasing upon delivery. Maintains a filing systemforpurchaserequisitions.

+ Provides support to faculty when needed. This may include assistance in completingpurchase requisitions or sending requested information to other departments internally and externally.

+ Maintains necessary files and communicates with vendors for all student support programs eg. TracPrac, MCG, ATI, etc. and maintains appropriate databases for such information.

+ Assists Student Services department with commencement activities.

+ Manages a caseload of students by providing academic coaching and advisement.

+ Coaches students towards the development of an educational plan including choosing a program of study and/or clarifying educational goals.

+ Coaches students towards the development of student success plan, which includes selection of a program of study, clarification of educational goal, and a study plan.

+ Makes appropriate referrals to student perceived as at-risk, acts as an advocate as appropriate.

+ Attend recruiting events such as community and high school career fairs as needed.

+ Conducts campus tours for visitors, schools, and community.

+ Maintains up-to-date knowledge about the College’s programs and requirements; consults with contacts and various transfer institutions regarding course and program transferability, admission and graduation requirements.

+ Performs other duties as assigned.

KNOWLEDGE, SKILLS, & ABILITIES:

+ Skills/Abilities: Application and intermediate knowledge of office practices and procedures.Ability to maintain a high level of accuracy in preparing and entering information. Intermediatecomputer skills to include spreadsheet and word processing programs, and e-mail at a highlyproficient level. Have stress management skills and time management skills. Effective phoneetiquette skills. Must be able to communicate effectively in both written and verbal form. Mustmaintain confidentiality of work-related information and materials. Must establish and maintaineffective working relationships. Excellent customer service skills. Have analytical and problem-solvingskills.Decisionmakingskills.Shouldhaveknowledgeofdocument-imagingtechnology.

+ EquipmentUsed:PersonalComputerandotherequipment associatedwithageneralofficeenvironment(copier, telephone,fax,etc.)

+ Software Used: A variety of word-processing, spreadsheet, database, e-mail, andpresentationsoftware.

PHYSICALREQUIREMENTS:

The physical demands described here are representative of those that must be met by anemployeetosuccessfullyperformtheessentialfunctionsofthisjob.Whileperformingtheduties of this Job, the employee is regularly required to sit; use hands to handle or feel and talk orhear. The employee is frequently required to reach with hands and arms. The employee willoccasionallyliftand/ormove up to 10pounds.

INTERPERSONALSKILLS:

Alternative or combined skills in understanding, counseling, and/or influencing people areimportant in achieving job objectives, causing action, understanding others, or changingbehavior; and,skillsof persuasivenessorassertiveness,aswellassensitivitytothepointof viewofothers.

WORKINGCONDITIONS:

The work environment characteristics described here are representative of those an employeeencounters while performing the essential functions of this job. The incumbent will be located inabusy,openareaofficeandisfacedwithconstant interruptionsandmustmeetwithothersonaregular basis.The incumbent must spend long hours in intense concentration.The incumbentmust also spend long hours on the computer entering financial information which requiresattention to detail and high levels of accuracy.There are a number of deadlines associated with this position, which may cause significant stress.The incumbent must also deal with a widevarietyofpeople on variousissues.

________________________________________________________________________________________

Northshore Technical Community College is an Equal Opportunity EmployerIn compliance with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, and Section 504 of the Rehabilitation Act of 1973, this Educational Agency upholds the following policy: Northshore Technical Community College campuses assure equal opportunity for all qualified persons without regard to race, religion, sex, national origin, age, handicap, marital status or veteran's status in admission to, participation in, or employment in the program and activities of this system. Each campus welcomes handicapped individuals and has made buildings accessible to them.

Benefits for unclassified employees are determined by the individual hiring authority.

Employer

State of Louisiana

Address

For agency contact information, please refer to

the supplemental information above.

Louisiana State Civil Service, Louisiana, 70802

Phone

(866) 783-5462

Website

http://agency.governmentjobs.com/louisiana/default.cfm

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