The Program Assistant coordinates the day-to-day administrative functions of the department; performs a wide variety of highly responsible and complex administrative support services for personnel, student, and matters; monitors month-by-month calendar of activities and deadlines at the department, campus, and University levels; monitors and communicates regularly with students and associates for adherence to licenses and certifications; works directly with the Campus Deans to prepare for and maintain compliance with accrediting bodies. Prepares meeting agendas, memos, and correspondence; completes a variety of non-routine assignments; coordinates busy and shifting office calendars including scheduling and coordinating meetings and/or conferences, and attends meetings for the purpose of recording, preparing and distributing minutes and reports; processes a considerable amount of confidential and sensitive information in support of administrative activities.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Deals discreetly with large volumes of sensitive, confidential information concerning student, staff, faculty and campus affairs, information contained in minutes, letters and other documents.
• Initiates, collects, and tracks data within a database system to ensure appropriate related records are maintained on faculty.
• Assist with transfer credit input and organization as needed.
• Composes correspondence, memos, minutes and reports for department, general education meetings.
• Establishes and maintains record keeping and filing systems. Classifies, and files correspondence, records and other regulatory documents.
• Schedules and organizes committee meetings; assists with the preparation, typing, filing, and distribution of minutes.
• Prepares and/or updates program catalogs or other types of materials; copies and assembles binders, manuals, and packets for meetings and programs as requested and related to academics.

EDUCATION:

• Associate degree in administrative/secretarial science or related field required.
• Bachelor degree in administrative/secretarial science or related field preferred

KNOWLEDGE/EXPERIENCE:

• Two to three years of experience performing complex and responsible office and administrative/secretarial
• duties, preferably including some administrative support work for one or more managers in an academic or business office environment.
• Comprehensive knowledge of office systems, practices, and administration.
• Proficient skills and experience in Microsoft Office computer software systems that includes word processing, spreadsheets, and presentation software.
• Proficient reception and telephone communication skills and techniques.
• Evidence of principles and practices of classifying, indexing, processing, retrieving, and controlling a large volume of records.
• Evidence of record keeping, account maintenance, and purchasing practices and procedures

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