Administrative Assistant/ACD and PN

MDTC Schedule B-T • Non-Exempt • Safety-Sensitive

About the role

This position manages financial and administrative operations that support the Adult Career Development (ACD) and Practical Nursing (PN) programs. The role works on a 235-day contract (12 months), Monday – Friday from 7:30 am – 4:00 pm.

Responsibilities

• Manage all financial processes for the ACD and PN programs.
• Assist prospective and current students with program information, enrollment, payments, refunds, and general inquiries by phone and in person.
• Obtain vendor quotes, prepare purchase requisitions, and order curriculum materials, textbooks, office supplies, and other departmental resources.
• Process adjunct instructor timesheets and prepare monthly payroll documentation.
• Enter and maintain enrollment and financial data in student accounting systems while monitoring student payment plans.
• Collect, organize, and prepare data for annual State Board of Nursing reports and other required program follow-up reports.
• Compile, audit, and maintain confidential student records while tracking program requirements and regulatory compliance.
• Assist with planning, organizing, and coordinating major departmental events and activities.
• Collaborate with other departments to support daily operations, special projects, and institutional initiatives.
• Perform additional duties and responsibilities as assigned.

Requirements

• HS diploma or GED required.
• 3+ years’ work experience is required.
• Strong telephone and in-person communication skills.
• Good knowledge of Microsoft Office Suite and Google Workspace.
• Ability to learn and manage multiple software programs.
• Manage multiple projects with minimum supervision.
• Positive attitude and a love for helping people.

Skills

• Ability to read and comprehend simple instructions, short correspondence, and memos.
• Ability to compose and write grammatically correct correspondence and memos.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, schedule form, or blueprint form.

Physical Demands

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

• Regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear.
• Frequently required to stand, walk, climb or balance, and stoop, kneel, crouch, or crawl.
• Occasionally required to sit.
• Must frequently lift and/or move up to or more than 10 pounds and occasionally lift and/or move up to or more than 50 pounds.
• Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Regularly exposed to fume or airborne particles.
• Frequently works in high, precarious places and in outside weather conditions.
• Frequently works near moving mechanical parts, extreme cold (including outdoors), extreme heat (including direct sunlight), risk of electrical shock, and vibration.
• Noise level in the work environment will vary from somewhat loud to extremely loud.
• To ensure continuity of services, a different work location may be necessary in the event of a health crisis or disruptive situation that requires the closing of school and/or office buildings.

Schedule

Monday – Friday from 7:30 am – 4:00 pm (235-day contract, 12 months).