Penka Building Secretary

Role:
To provide clerical support for Nursing, Allied Health, and Cosmetology Department and their faculty.

Essential Functions & Responsibilities:

• Provides secretarial services, office management, and technical assistance to staff in the Penka Building.
• Answers the telephone and transfers calls or relays messages to the appropriate person; receives visitors and may channel them to the proper party.
• Nursing, Allied Health, and Cosmetology program maintenance.
• Maintains supplies and office equipment. Maintains room schedules.
• Assist with preparing the line schedule for Nursing, Allied Health, and Cosmetology Programs.
• Take notes at Advisory Board meetings and other faculty meetings are requested by the directors.
• Assist program directors with budgets, PLOTs, requisitions, Grants and Perkins funds as needed.
• Assist with scheduling travel as requested for all faculty and staff.
• Emergency Preparedness Responsibilities: Communicate with all PENKA building faculty and staff regarding trainings as needed and to coordinate within the class schedules of all faculty.
• Maintain inventory for all grant funded items as well, labeling all Perkins funded equipment.
• Organize and maintain the scheduling and operations of the annual Career Fair and Exploration Day.
• Assist new faculty and staff with office keys, business cards, badges, and orientation information.
• Assist Cosmetology Director with duties as requested and needed. Including:
  •  Application with CTE HS Dual Credit Manicuring Student Enrollment,
  • Collecting necessary documentation prior to start of class
  • Type up welcome letters and orientation date invitations to students.
  • Assist with activities as needed and requested.
• To provide timely, accurate, professional administrative support.
• Perform other duties as assigned.

Performance Measurements:

1. To schedule and organize work to meet established deadlines.
2. To ensure that all correspondence is free of spelling, typographic and grammatical errors.
3. To keep all assigned files and records current and well organized.
4. To maintain a friendly, professional work environment and attitude when working with others.
5. To provide timely, accurate, professional administrative support.
6. To keep relevant information confidential.
7. To maintain a professional work environment and businesslike appearance.
8. To resolve problems that have a significant impact on the overall goals of the department.

Knowledge and Skills:
Experience: Six months to two years of similar or related experience.

Education: A high school education or GED.

Interpersonal Skills: Work involves contacts with persons beyond immediate associates, generally regarding routine matters for purposes of giving or obtaining information that may require some discussion. Outside contacts take the form of service to the public (students, visitors, or vendors), requiring professional integrity and etiquette in aiding information.

Other Skills: Proper and professional oral and written communication skills; word processing and automated spreadsheet skills required; must be able to operate general office equipment including calculator, copy machine, telephone; may be required to do lifting. Awareness of ethical behavior regarding confidential and sensitive information within the departments. The understanding of the nature to protect sensitive staff and student information from being disclosed without consent or knowledge. These would include but not limited to the understanding of HIPPA and FERPA policies.

Physical Requirements: The work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, carrying of light items, etc. No special physical demands are required to perform the work.

Work Environment: Regular exposure to favorable conditions such as those found in a normal office.