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VN Program Administrative Assistant

2 months ago

Costa Mesa, United States Pacific College Full time
Job DescriptionJob DescriptionSalary:

Pacific College is dedicated to putting students first, providing an exceptional education in a chosen degree
program, and teaching relevant, required skills for today and the future. Our culture is positive, supportive,
and collaborative. As a team, we continually embrace our core values:
• Professionalism - As an individual or institution, we demonstrate professionalism in everything we do.
• Altruism – As an individual or institution, we practice the principle of unselfish concern for the
wellness of others.
• Community – As an individual or institution, we share responsibility for the welfare of our
community.
• Identity – As an individual or institution, we strive to establish a sense of true being that will
determine our future.
• Fulfillment - As an individual or institution, we create an environment where academic and
professional goals can be achieved.
• Inclusion – As an individual or institution, we embrace differences to promote full participation
and a sense of belonging.
• Collaboration - As an individual or institution, we work as a team to realize shared goals.
ROLE DESCRIPTION
The role and responsibilities of the LVN Program Administrative Assistant are to plan, organize, and
provide administrative and project support for the daily activities in the VN departments under the
supervision and direction of the LVN Program Director and/or designees. Manage the day-to-day program
activities and challenges on campus in a timely and effective manner to ensure streamlined operations.
Multi-tasking is essential for this position and execution of all tasks are performed at the highest standard.
This position supports the mission and philosophy of Pacific College and represents the VN program daily
for students, faculty, and staff.
PRIMARY RESPONSIBILITIES
1. Welcomes and assists students, faculty, and guests, addressing inquiries and directing
communication to the relevant personnel.
2. Manages the procurement, organization, and distribution of department and office supplies,
including conducting inventories.
3. Serves as the main contact for office and classroom equipment requirements and issues.
4. Perform other clerical Administrative Assistant duties: filing, photocopying, and emailing
announcements on behalf of the program director.
5. Establishes distribution lists as required to facilitate efficient program communications.
6. Offers administrative assistance to the VN Program directors and faculty in coordinating
courses and curriculum.
7. Assists with scheduling and documentation tasks, such as sending Outlook meeting
invitations, booking class/meeting rooms, recording meeting minutes, organizing the
semester course schedule, and arranging interviews for prospective students, faculty, and
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staff.
8. Provide administrative support for exams including but not limited to proctoring
assessments and student assessments with accommodations.
9. Aid in admissions procedures, which involve scheduling interviews with prospective students and
ensuring organization of student admission files prior to initial DON interviews.
10. Handle inquiries from faculty, staff, students, and external agencies, providing referrals as needed.
11. Monitor student activities related to academic resources, clinical/lab/simulation/course schedules, and
clinical supplies.
12. Coordinate the processes for ordering and distributing student textbooks, clinical supplies, and
uniforms.
13. Inspire students towards success in the VN program.
14. Support VN Program Directors and faculty in coordinating various activities and events, such as first
semester orientation, clinical schedules, faculty meetings, workshops, pinning ceremonies,
commencements, and student meetings.
15. Provide reports, training, and technical assistance to faculty and students as needed.
16. Monitor students’ attendance/enrollment reports and health screening compliance in
Complio for clinical requirements.
17. Exhibits collaborative and self-directed behaviors when liaising with other departments to
acquire essential data for report completion. Maintains consistent communication with
program directors, providing regular progress updates.
18. Ensures consistent attendance and active participation in department-level meetings by circulating
agendas beforehand, recording meeting minutes, distributing them to attendees, and properly filing
them.
19. Performs additional duties as assigned by Program Directors.
KNOWLEDGE, SKILLS, AND ABILITIES:
1. State Laws and regulations related to licensure, certification, and accreditation.
2. Exhibit positive work attitude, strong work ethic, and professional image and attire.
3. Expected to hold sensitive student and personnel related information strictly confidential.
4. Time management skills and comfortability with routinely shifting demands.
5. High degree of attention to detail and data entry and management experience
6. Excellent verbal and written interpersonal communication skills modeling the mission and vision of
Pacific College. Ability to refer to necessary departments to apply and explain rules, regulations,
policies and procedures, as needed.
7. Establish and maintain cooperative and effective working relationships with interdisciplinary Pacific
College team.
8. Analyze situations accurately and adopt an effective course of action.
9. Strong time management skills and demonstrates flexibility with work schedule.
10. Ability to sit at a desk and work on a computer, stand, walk, bend, kneel, crouch, to retrieve items,
etc. Frequently lift and /or move up to 10 pounds and occasionally lift and/or move up to 15-20
pounds. Items to be lifted or carried might include but are not limited to boxes or files, copy paper,
supplies, materials, etc. Most items will be carried by hand or via dolly. Most items must be lifted
to knee or waist level, some to chest level, and only a few items overhead. Frequently push and
pull objects to open and close file drawers, occasionally move items around the office such as a
box of copy paper or computer paper, a small piece of furniture, the office chair, trashcans, small
microwave, coffee maker, etc. Occasionally flex upper trunk forward at the waist and partially flex
knees, sometimes twisting or rotating upper trunk to right or left while sitting or standing.
Occasionally place arms above, at, and below shoulder height to reach. Occasionally climb stairs
or inclined surfaces.
11. Proficient with operation of a desktop and/or laptop computer, Microsoft Office 365
applications (Word, Excel, etc.), Windows Operating System, and data entry software
programs.
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REQUIREMENTS FOR THE POSITION
1. Associate’s degree or higher educational degree preferred.
2. Customer service and people skills required.
3. Experience with Microsoft Office required.
4. Excellent technology skills a must.
5. Must work at least one weekend day.