Administrative Assistant, Div. of Health Care Technologies in West Jordan, Utah at Salt Lake Community College (UT)

Under the general supervision of the Associate Dean, the Administrative Assistant provides comprehensive administrative and operational coordination across the Healthcare Technologies (HCT) division. This position serves as the central administrative hub for division personnel, fiscal processes, scheduling, communications, records management, and day-to-day office operations supporting multiple program areas at the Jordan Campus, Herriman Campus, and West Valley Center.

The position works closely with the Associate Dean, Program Coordinators, Clinical Coordinators, and faculty across HCT programs, including Clinical Lab Assistant, Medical Assistant, Medical Coding & Billing, Pharmacy Technician, and Practical Nursing. The role requires independent judgment, strong organizational skills, the ability to manage multiple priorities in a fast-paced academic environment, and sensitivity to confidential information involving faculty, staff, and students. Bilingual (English/Spanish) proficiency is a significant asset given the division's student population.
Essential Duties & Responsibilities

• Perform routine clerical functions.
• Compile, produce, and edit quality finished memoranda and other business correspondence using Office 365.
• Schedule meetings and coordinate AD calendar.
• Schedule remote meetings using Zoom and/or other platforms.
• Make and reconcile travel arrangements, mileage requests, etc.
• Maintain files both electronically and hard copies.
• Distribute mail and ordering supplies.
• Screen calls and take messages, disseminate specific program information to students, employees, and others, answer questions, and make referrals when appropriate.
• Manage general operations of the office which includes working with confidential faculty and student information, coordinating activities with other departments, and outside contacts.
• Maintain Complio database for medical students in CNA, CMA, Pharm Tech programs.
• Assist with enrollment issues related to CNA and CMA students at the West Valley Center.
• Assist ESL overflow needs with the Spanish students in the West Valley medical programs.
• Help in assisting Spanish translation and phone calls from ESL students interested in SLTech programs.
• Disseminate general information to students, employees, and others.
• Explain department and college policies and procedures.
• Process and prepare fiscal and budgetary documents which may include departmental requisitions, purchase orders, inventories, personnel and employment records, payroll for hourly employees/adjunct faculty, and budget reconciliations.
• Track expenditures of related instructional programs.
• Track budgetary issues related to multiple program areas to utilize student fees, grant monies and E&G funding.
• Assist in program development activities including scheduling DACUMs, conducting labor market surveys, and tracking program changes.
• Assist with recruiting at community events after normal business hours and Saturdays when needed.
• Provide faculty support.
• Process teaching agreements and full-time faculty load sheets.
• Maintain files for program areas.
• Provide administrative support to Program Advisory Committees, including compiling minutes, scheduling rooms, arranging parking permits, food, etc.
• Recruit ECPAC members for multiple program areas.
• Other duties as assigned.

Knowledge Skills & Abilities

• Administrative & Operational
  • Ability to independently coordinate and support day-to-day administrative and operational functions across multiple program areas and campus locations.
  • Ability to exercise sound judgment, prioritize competing demands, resolve routine operational issues, and determine when matters should be escalated to the Associate Dean.
  • Demonstrated initiative, dependability, flexibility, and willingness to take ownership of assigned responsibilities and follow tasks through to completion.
  • Strong organizational and time-management skills with the ability to manage multiple priorities, deadlines, and activities simultaneously.
  • Strong attention to detail and accuracy in maintaining records, schedules, reports, purchasing documentation, personnel information, and other administrative materials.
• Fiscal & Technical
  • Proficiency in Microsoft 365 including Outlook (email and calendar), Word, Excel, PowerPoint, SharePoint, and Teams.
  • Proficiency or ability to rapidly learn SLCC systems including Banner, SLCCBuy, Etrieve, Complio, NeoEd, and Navigate 360.
  • Knowledge of basic office bookkeeping, budget tracking, and fiscal document processing.
  • Business English, math, accounting, writing, spelling, punctuation, and vocabulary skills.
  • Ability to develop and maintain spreadsheets for data gathering, expense tracking, and reporting.
  • Typing proficiency (50 wpm or greater).
• Communication & Interpersonal
  • Excellent written and verbal communication skills; ability to produce high-quality correspondence, reports, and meeting minutes.
  • Excellent interpersonal and customer service skills with the ability to serve as a welcoming and professional point of contact for students, faculty, staff, administrators, and community members.
  • Ability to communicate effectively with a broad range of people with a variety of abilities and backgrounds, to maintain good working relationships across the College.
  • Ability to work effectively and professionally with students, employees, and members of the public from a wide range of backgrounds and circumstances, including individuals with disabilities, consistent with the College's obligations under Title VI, Title VII, and the Americans with Disabilities Act.
  • Ability to handle confidential, sensitive, and personnel-related information with appropriate discretion and professionalism.
  • Bilingual English/Spanish proficiency preferred; ability to assist Spanish-speaking students and community members.
• Process & Improvement
  • Ability to establish, improve, and document administrative processes, procedures, workflows, and systems to promote consistent and efficient division operations.
  • Ability to coordinate meetings, events, schedules, communications, and other logistical activities involving multiple participants and locations.
  • Knowledge of or ability to learn college policies, procedures, and regulations related to purchasing, budgeting, personnel, scheduling, and student services.

• Associate’s degree or two years post high school.
• One (1) to four (4) years of related full-time experience.

Education and relevant experience may be substituted when the minimum qualification does not require a specific degree, license, certification, accreditation standard, or other requirement for which substitution would be inappropriate. Trade off 1:1 full-time experience/education requirement. Part-time experience can be considered on a prorated basis (Trade off 2:1).

• Experience in a higher education or community college environment.
• Experience supporting an Associate Dean, Director, or director-level administrator.
• Experience supporting multiple professional staff, faculty, or coordinating part-time employees.
• Experience coordinating office operations across multiple programs, departments, or campus locations.
• Experience processing fiscal and budgetary documents including purchasing, payroll, and budget reconciliation.
• Experience with grant management, compliance tracking, or accreditation documentation.
• Knowledge of SLCC systems including Banner, SLCCBuy, Etrieve, Complio, Navigate 360, and NeoEd.
• Bilingual proficiency in English and Spanish.