Secretary, Center for Emergency Preparedness and Emergency Services

Secretary, Center for Emergency Preparedness and Emergency Services

Essential Functions:

• Provides comprehensive administrative support to the Center for Emergency Preparedness and Emergency Medical Management Department, including administration, faculty, staff, students, academic programs, facilities, and departmental operations, and assists with routine and special administrative functions necessary to support academic, operational, regulatory, accreditation, financial, and departmental activities.

• Monitors budget for ordering supplies and materials.

• Produces and maintains a database to analyze the usage, cost, quantity, frequency, and details of supplies and materials ordered.

• Accesses budget information using Workday to check account balances.

• Assists CEP and EMM administration and staff with budgetary forms and processes.

• Creates and maintains a system for the organization of course syllabi/outlines, student files, and other departmental records and reports.

• Maintains a database of faculty contact information, faculty class schedules, and faculty credentials for CEP and EMM administration.

• Supports EMT, Paramedic, and other Emergency Medical Management courses and programs through student and faculty communications, preparation and distribution of program materials, maintenance and tracking of required documentation, and other administrative support as assigned.

• Assists with the collection, maintenance, reconciliation, and reporting of program and departmental data, including enrollment, completion, outcomes, certification/licensure, and other information needed for College, regulatory, accreditation, financial, or departmental reporting.

• Maintains and utilizes departmental facility-use tracking systems, including the CEP Tracker, to accurately record, reconcile, and report facility utilization, contractual usage, rental activity, associated revenues, and other required operational data.

• Maintains files of required maintenance and inspections of the CEP and associated resources.

• Assists in scheduling advisory committee and other meetings and records minutes for distribution and filing.

• Assists in the preparation and distribution of agreements and invoices as needed.

• Assists in the preparation of employment recommendation forms, staffing charts, distribution lists, advisory committee lists, and other HR and administrative forms and reports as needed.

• Provides support to CEP and EMM administration in accreditation studies/visits and related reports, PREP reports, board reports, and other special reports or projects.

• Tracks departmental deadlines, required reports, renewals, submissions, meetings, and other time-sensitive administrative responsibilities and provides appropriate reminders and follow-up.

• Assists CEP and EMM administration in ordering and distributing textbooks and related resources for use in credit and non-credit classes.

• Processes work orders for the CEP facility and EMM Department.

• Assists in maintaining the social media presence for the CEP, EMM Department, and other first responder programs.

• Assists CEP and EMM administration in ensuring the accuracy of related College catalog and program web pages.

• Prepares departmental certificates, program information sheets for admissions events, and other marketing materials as needed.

• Assists in the coordination, setup, and support of special events, meetings, conferences, and other large events at the CEP, including work orders for event setup, AV, catering, and other event needs.'

• Assists in training student workers.

• Maintains appropriate confidentiality and security of student, employee, financial, contractual, academic, and departmental records and information in accordance with College requirements.

• Coordinates workflow throughout the office.

Knowledge, Skills & Abilities:

• Proficiency in Microsoft Office, especially Outlook, Word, and Excel.

• Ability to maintain, analyze, and report data using records, databases, and tracking systems.

• Working knowledge of budgeting, purchasing, invoicing, and financial processes.

• Ability to learn and use enterprise, scheduling, and administrative software.

• Strong organizational, time management, and record-keeping skills.

• High attention to detail with the ability to reconcile and verify data accuracy.

• Ability to maintain confidentiality of sensitive information.

• Effective communication and collaboration with internal and external stakeholders.

• Ability to manage multiple priorities, meet deadlines, and work independently.

• Ability to support academic, compliance, accreditation, and operational processes.

• Demonstrated initiative, sound judgment, adaptability, and professionalism.

• Team-oriented with a strong work ethic and commitment to continuous improvement.

• Commitment to supporting emergency preparedness, emergency medical management, and first responder education programs.

Minimum Education/Experience:

• High School Diploma or equivalent (G.E.D.)

• 1-3 years secretarial or office management experience preferably an MS Office environment.

Union Position:

Owens Support Staff Union

Job Classification:

Staff

Duty Days:

260 Days

Work Schedule:

Monday through Friday.

Grant Funded Position:

No - Not Grant Funded

FLSA Status:

United States of America (Non-Exempt)

Pay Basis:

Hourly

Hiring Range

$15.38-$17.31