SECRETARY-HEALTH SCIENCES

Company: Midland College
Location: Midland
Posted on: May 27, 2023

Job Description:

Posting Details

Position Information

Job Title
SECRETARY-HEALTH SCIENCES

Position Status
Full Time

Classification Title
Classified-12 m-Level IV

Work Location
Main Campus-3600 N. Garfield, Midland, TX

Job Summary

Assist the Dean in the day-to-day operations of the Health Sciences academic division. General secretarial and clerical duties include telephone and electronic communication, filing, typing, preparing reports, scheduling classes, and payroll and accounting responsibilities. The secretary will assist Health Sciences department chairs in the performance of their duties. May perform duties of a sensitive and confidential nature. The position requires independent judgment and knowledge of College policies and procedures.

Required Qualifications

High School diploma or equivalent and two years of clerical and general office experience; or Associate Degree or equivalent (60 college credit hours)
Proficient operation of general office equipment, including a copier, scanner, fax machine, and multi-line phone system
Computer literacy to include experience working with Microsoft Office, especially Outlook, Word and Excel
Demonstrates abilities to organize and prioritize workload
Demonstrates effective and clear verbal and written communication skills
Must possess a valid Texas Driver License, good driving record, and be insurable on Midland College's insurance policy

Preferred Qualifications

Associate's degree or higher
Work experience in a school, college, or university
Experience with finance and budgeting
Able to work in a fast-paced environment with interruptions and without constant direct supervision
Able to perform detailed-oriented tasks with a high degree of accuracy
Experience writing professional email, reports, and business letters
Experience working with Microsoft SharePoint

Essential Functions

Maintains confidentiality of sensitive information concerning students, faculty, and staff
Answers the telephone, processes work requests, manages correspondence, and as requested, coordinates the Dean's schedule
Corresponds and interacts with Midland College programs, departments, student advisors, and administration to relate or share relevant information concerning each department within the division
Maintains an up-to-date filing system including department office files, individual program files, and personnel files related to payroll and professional licensure
Develops and maintains faculty qualifications summaries
Assists Health Sciences department chairs in the management of their programs, including but not limited to submitting budget requests, reconciling the budget, purchasing equipment and supplies, coordinates the scheduling of classes, preparing curriculum requests, preparing and submitting reports to approval and accrediting agencies, and preparing for accreditation-related site visits
With the Dean, manages the division office budget
Develops and processes personnel status forms for faculty and staff in the division
Works cooperatively with division clerks; assist the Dean to prioritize and delegate work to the clerks
Exhibits excellent communication skills and customer service in dealing with students, faculty, staff, and the public
Maintains a listing of all required Midland College and department reports and ensures all pertinent departments meet submission requirements
With the assistance of the department chairs, maintains electronic files for all syllabi in the division; monitors syllabi for compliance with standards
Liaisons with the Williams Regional Technical Training Center in Fort Stockton for the nursing programs and health science classes taught at the campus
With assistance from marketing/public relations, the Dean, and department chairs, creates promotional material for College and division events
Maintains office skills with office-related computer applications; submission of requests and reports, and bookkeeping skills are updated to stay current with Midland College systems
Attends staff development offerings and meetings pertinent to the position and the division
Oversees ordering of supplies and equipment, including purchase orders, invoicing, and record-keeping, as well as the maintenance of office equipment, department inventory, and supplies
Monitors and updates Web pages with the assistance of the Dean and department chairs
Prepares changes and proof-reads copy for the catalog using Microsoft SharePoint
Assists with opening, sorting and screening incoming mail
Arranges travel and processes reimbursements for Dean and faculty
Maintains accurate and current clinical and outside agency affiliation records, contracts, and agreements and assists faculty to secure new agreements
Helps designated department chairs schedule advisory committee meetings; arranges food services; provides typed agenda and any required documents to the committee; takes and distributes minutes of meetings
Coordinates Health Science Division meetings and Dean/Chair meetings; takes and distributes minutes as requested
Serves on committees as requested
Other duties as assigned

Physical Demands

Frequently moves equipment or paperwork weighing up to 20 pounds
Must be able to remain in a stationary position 50% of the time
Use of manual dexterity
Repetitive use of a keyboard at a workstation
The person in this position frequently communicates with others; must be able to exchange accurate information
The person in this position needs to occasionally move and drive from office to other locations on and off campus
Duties indoors and some outdoors
Occasional work assignments after normal business hours and weekends
Local travel may be required

Security Sensitivity

All Midland College positions are security-sensitive and subject to Texas Education Code -51.215, which authorizes the employer to obtain criminal history record information. An employment offer is contingent on completion of a satisfactory criminal background investigation.

Min Salary
$2,572.83 per month

Max Salary
$2,572.83 per month

Pay Statement

Posting Detail Information

Posting Number
P00921S2016

Open Date
08/04/2022

Position Available
Immediately

Special Instructions to Applicants

All documents must be electronically submitted through the Midland College Online Employment Services website to be considered. Incomplete or improperly submitted applications may be excluded from consideration. Documents that must be submitted online: Completed online application and resume.

If a specified closing date is not listed on the posting, there is a required minimum posting period of five business days.

EEO Statement

In its efforts to promote nondiscrimination and as required by law, Midland College does not discriminate against any employee or applicant for employment because of race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, military status, genetic information, or on any other basis prohibited by law. Additionally, the College does not discriminate against an employee or applicant who acts to oppose such discrimination or participates in the investigation of a complaint related to a discriminatory employment practice. Employment decisions will be made on the basis of each applicant's job qualifications, experience, and abilities.

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