The Division Secretary is responsible for providing comprehensive support for the administration of Allied Sciences programs in: American Sign Language and Deaf Studies (ASLD), Emergency Medical Studies (EMT), Health Science, Health Information Technology (HIT), Physical Therapist Assistant (PTA), Paramedic (PMD), Practical Nursing (PNU), and Respiratory Care (RSP). General responsibilities include assisting with the administration of all academic programs in the Division of Allied Sciences; coordinating among programs; creating and maintaining student records; ordering and maintaining inventories of supplies for lectures, laboratories and clinicals; providing customer service to students, faculty, and staff; scheduling meetings for each program, mailing, creating and updating program documents, making copies, sending faxes, answering phones, and filing.

• Performs secretarial functions and assists with preparation of program and course materials, including, but not limited to recruitment materials; admission materials; student handbook; clinical handbook; clinical and laboratory schedules; course syllabi, assignments, and handouts; program meeting minutes; creating forms and documents, preparing and submitting requisitions for materials and supplies.
• Maintain program applications and assist in notification of admission decision to new students.
• Maintains and updates lists of clinical affiliation agreements for each program; assists programs directors to ensure that clinical affiliation agreements on file are current.
• Create and maintain an enrollment database of students enrolled in program each semester.
• Provide support for grant-related activities and reporting.
• Monitor expenditures and track program purchases.
• Assists with special projects and events such as preparation of accreditation reports, orientation, graduation/pinning ceremonies; open houses; and others as needed.
• Provide support and assistance to academic faculty, academic specialists, and students.
• Attend, prepare, and distribute minutes from program and advisory meetings.
• Maintain close coordination with other academic departments.
• Maintain accurate department files and records.
• Deliver and post program items.
• Provide information to students and receive visitors and phone calls for the programs.
• Deliver reports and notes from students to program faculty members.
• Make appointments for faculty as required.
• Obtain and distribute evaluation forms then tabulate and report on program surveys and evaluations.
• Assist with special projects, such as accreditation reports, as needed.
• Perform other duties as assigned.

Associates degree required.

Preferred Experience:

Expert knowledge of Microsoft Windows Office software applications.

$50,000

Full Time. Flexible schedule to meet department needs. Some evening, weekends, and extended hours will be required. Ability and willingness to travel on short notice to all on and off- campus sites as needed by the college. Employee must establish primary residency in New Jersey within one year of appointment unless an exemption applies.