Campus Administrative Assistant

Concorde Career Colleges, Inc.
Published
October 18, 2020
Location
Jacksonville, FL
Category
Job Type

Description

SUMMARY

Under the direct supervision of the Campus President, this associate provides a wide variety of advanced and confidential administrative support for the Campus President and other Department Heads.  The Campus Assistant serves in a lead administrative role ensuring accurate and timely attention to details.  This associate maintains current information on College contacts and systems to guide others in finding accurate information in a timely manner to minimize confusion and maximize efficiency.  The assistant interacts with a diverse group of external callers and visitors, as well as internal contacts at all levels of the organization.  All Concorde associates are required to display professionalism and uphold Concorde’s Mission and the core values of respect for the individual, integrity, teamwork, customer service, and achievement.

KEY RESPONSIBILITIES

  • Provide administrative support to the Campus President and Department Heads (as assigned) including correspondence, calendar, meeting planning, report creation/maintenance, travel, campus postings, information distribution, updating directories or lists, fielding and directing information requests/questions, inventory maintenance, etc.
  • Accurate and timely maintenance of electronic associate personnel files in accordance with Concorde Human Resources policy, Accreditation and State Regulatory Agencies to include collection and uploading of confidential information into HR software system
  • Utilize HR software to process personnel action forms, job requisitions on behalf of the Campus President, run reports as needed
  • Accurate and timely handling of Campus mail with Campus President or designee ensuring all Accrediting, Regulatory, and legal documents are scanned to appropriate Home Office department. Copies are provided to appropriate managers and originals filed in appropriate correspondence files
  • Establish, develop, maintain, and update compliance related filings for the Campus President to include: Institutional Accreditation Agency, all programmatic accreditation agencies, all state regulatory agencies, Department of Education, and Student Grievance Committee.  Acts as a liaison with other departments and outside state agencies to ensure quarterly updates of all applicable surveys and compliance documents.  CAA may be part of team projects such as: accreditation visits, campus crime annual updates, ERP updates
  • Ensure all credential and accreditation documents are tracked and received
  • Track completion of 45 and 90-day reviews for all new hires
  • Coordinate new hire orientation process in a friendly and organized manner, including electronic onboarding and new associate training.  Sustains a high-level of service to the associate throughout their employment cycle
  • Periodic audits of personnel files
  • Participation in CAA training calls
  • Regular correspondence with Human Resources and timely completion of HR projects
  • Other duties as assigned

Qualifications

EXPERIENCE/EDUCATION

  • High school diploma or equivalent required.  Associates degree or higher preferred
  • Minimum of 3 years administrative experience in high volume, fast paced and confidential environment
  • Proven ability to handle confidential information, strong communication and organizational skills, attention to detail and a customer-focused attitude are required
  • Computer proficiency with extensive experience in a Windows environment with Outlook, One Drive, TEAMS, Word, Excel, and Power Point
  • Ability to juggle multiple projects in a fast-paced environment with multiple interruptions
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