PUBLIC HEALTH, NUTRITION & WELLNESS - Admin Asst Public Health/Wlns

Job Classification

  Hourly Full-time (35-40)

Position summary

To provide administrative and office support for the Department Chair by handling and managing a variety of tasks required in helping the office to function at a high level of efficiency and professionalism. Manages a variety of general office activities by performing various duties described in the full position description.

Position highlights: able to analyze and organize office operations and procedures such as bookkeeping, information management, filing systems, requisition of supplies, and other clerical services; financially manage departmental purchases and expenses; manage department webpage; assist in planning departmental events; assists in coordinate items for accreditation; assists in the preparation of student manuals; other duties as assigned by the Department Chair.

Qualifications summary

Four-year degree or equivalent; or 3-4 years job experience; or combination of education and experience. Office and/or classroom equivalent experience. Ability to supervise student assistants, exercise responsible financial management knowledge, and efficiently use Microsoft software applications.

Demonstrates efficient multi-task capabilities. Excellent communication skills - ability to relate to people of various background and personalities. Ability to exercise responsible financial management, work independently and take initiative when needed.


Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

Regular Duties

• Provides daily administrative support to the Department Chair with respect to various departmental needs.


• Assists the Department Chair in the management of four programs within the department, namely; (1) Nutrition Science and Dietetics, (2) Wellness/Fitness and Exercise Science, (3) Public Health, (4) Dietetic Internship, and all corresponding degrees affiliated with each program. 


• The administrative assistant must be conversant with all aspects of the above programs to advise present and prospective students, answer questions from administration, and keep the web pages current with curriculum and policy changes.


• Analyze and organize office operations and procedures such as bookkeeping, information management, filling systems, requisition of supplies, ensure a proper flow of information to the different administrative bodies, supply information regarding departmental programs to all enquires.


• Financially manages course fees, instructor reimbursements, laboratory and equipment expenditures, guest speakers’ reimbursements and monitors monthly budget statements.


• Maintain student files to keep current and ensure completeness


• Keeps record of meeting minutes

Periodic Duties

• Make schedule changes, coordinate room schedules for all classes.


• Process the hiring of contract teachers, monitoring contract teacher’s needs and schedules.


• Prepares yearly class schedules for the department.


• Provide classroom support for teachers when absent at meetings/seminars


• Ensure that the accreditation body for the programs operated by the department receives the annual reports, forms and other materials in an appropriate and timely fashion, as determined by the Department Chair.


• Assists in the management of contracts, liability insurance, and site information for clinical facilities


• Prepares online testing and procedures for off-campus students


• Assists the Director of the Dietetic Internship with arrangements for clinical experiences in facilities off-campus, out-of-state, keep a record of Dietetic intern documents and assist with chats.


• Prepare clinical manual for dietetic interns


• Coordinates departmental events such as departmental assemblies, potlucks, vespers, graduation, etc.


• Helps coordinate orientation sessions for campus and off-campus students and orientation


• Prepares and enters bulletin changes


• Maintains files and databases according to department records management guidelines


• Works with students to coordinate their online registration

Supervisory responsibilities

Directly supervises 15-20 student employees in the Department of Public Health, Nutrition and Wellness. Responsibilities include hiring and training employees; planning, assigning, and directing their work; resolving problems.

 

Qualifications

• Four-year degree or equivalent; or 3-4 years job experience; or combination of education and experience. 


• Office experience preferred


• Demonstrates efficient multi-task capabilities


• Excellent communication skills - ability to relate to people of various background and personalities


• Strong customer service skills with a positive upbeat attitude


• Ability to exercise responsible financial management


• Ability to supervise student assistants  


• Proficiency with Microsoft Office applications


• Ability to work independently and take initiative when needed

Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

• Proficient use of appropriate programs such as Microsoft Office, Banner, Moodle, Redwood and Acalog. 

Interpersonal interactions

N/A

Physical demands

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.


• While performing the duties of this job, the employee is regularly required to sit, and move about from office to office; type, write, carry; reach with hands and arms; and talk or hear.


• Reasonable accommodations may be made to enable individuals with disabilities to perform the duties and responsibilities of this job

 

Work environment

• Normal office environment.