Administrative Assistant – Health Sciences/Health Imaging & Informatics Divisions
Employment Terms: This job is a full time, benefited, FLSA non-exempt position that reports to the Dean of
Health Imaging & Informatics AND the Dean of Health Sciences.
Salary: Targeted salary is commensurate with education and experience not to exceed the budgeted amount of
$34,500 per year.
Schedule: 40 hours per week. Availability to work Monday through Thursday between 7:30 am and 6:00 pm,
Friday between 8 am and 4 pm. Occasional Saturdays or evenings. Schedule is subject to change. Flexibility
a must.
Minimum Qualifications:
Associate’s degree in Business Administrative Technology and One (1) year of work related experience OR
High school diploma *and* Two (2) years related work experience. Must possess excellent knowledge and
experience in the use of the Internet, E-mail, Microsoft Word, Excel, Access and PowerPoint Must have good
organizational skills with ability to prioritize assignments. Must be a team player and have exceptional customer
service attitude.
Preferred Qualifications:
Preference will be given to applicants who have who have held an Administrative Support position within an
academic affairs division AND at least two (2) years experience working with accounting, budgets and/or
purchasing. Be a self-starter; possess excellent verbal and written communication skills; ability to work under
pressure in an empathetic and professional manner; ability to multi-task, problem solve, and maintain effective
relationships with multi-level personnel and customers; proficiency in BANNER and Microsoft Office applications
including SharePoint.
Job Description Summary:
Under general supervision of senior management, performs advanced and diversified secretarial/clerical duties
requiring broad and comprehensive experience, skill and knowledge of organization policies and procedures in
support of the divisions. Completes administrative tasks and special projects as requested not limited to the
areas of personnel, budgeting and management of records. May provide assistance in purchasing and
accounting tasks. May be cross-trained in various assignments related to the operation of the department.
Job Responsibilities & Performance Standards: Administrative Assistants perform many functions including:
Office & Building Management
Handle tasks necessary to keep the office and building running smoothly. May be responsible for keeping up
with overseeing office supply purchasing and inventory for the divisions, and scheduling office equipment
maintenance for the building.
 Responsible for assisting program directors and deans in creating carts in TGM. Also responsible for
troubleshooting issues with the carts with the business office if requested.
 Assists instructors in disposal of sensitive material when no longer needed. Maintains storage rooms
and equipment.
 Coordination between divisions and programs in resolving day-to-day administrative and operational
problems
 Create and follow up on building workorders.
Customer Service
Provides service to a variety of division customers including students, visitors, faculty and staff. Ability to
communicate one on one or with groups with a pleasant attitude.
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Hands out academic information sheets to students and visitors, and directs students to program
support specialist, advisor or enrollment team (One Stop Shop) offices.
Provides information to students and visitors entering building 200.
Prepares and plans meeting spaces, parking spaces (reservations), provides driving directions and
other logistical specifics for divisional guest(s).
Assists with marketing/recruitment activities (e.g., preparing documents, providing copies, etc…).
Assists with registration, new student orientation, and advisement activities as requested.
Communication Flow
Serve as a communication liaison for the Deans they support. May be responsible for opening and sorting mail,
screening incoming calls and emails, and setting appointments with employees, customers and vendors. May
be the point of contact between the Deans they report to and other employees and departments within the
college.
 Responsible for reporting division meeting agendas, minutes, and contacting students when courses
are cancelled (e.g., registration periods).
 Responsible for editing, reviewing, and drafting documentation sent to stakeholders of the college- (e.g.,
academic affairs, student affairs, business office).
 Communicates the adjunct responsibilities regarding publish grade, no-shows, trainings, professional
development opportunities, and grade reporting deadlines.
 Assists and trains adjuncts on Outlook & SharePoint functions/features.
Data Management
Perform a variety of data management functions, including paper and electronic records management, setting
up and managing spreadsheets and databases, producing reports, and compiling information.
 Gathers and reports instructor schedules, office hours, work ethic grades, p-card reports, leave forms,
travel documents, field trip and event forms, instructor observations, and other reports as needed.
 Collects textbook information from program directors and assist them in obtaining instructor copies and
instructor resources from textbook publishers.
 Manages the divisions’ vacation calendar.
 Enters and updates student information in the databases to be used for STES forms. Assists program
directors with completing the forms.
 Maintains divisions SharePoint sites.
Word Processing
Perform word processing functions ranging from drafting memos to typing and editing reports, proposals,
classroom tests and other business documents.
Meeting Planning
Coordinate meeting times, scheduling conference room facilities, booking off-site meeting locations, sending out
invitations, keeping track of RSVPs, creating and distributing the agenda, and arranging for food and beverage
service. Take minutes during meetings and distribute them to attendees afterward.
 Disseminates information on advisory committee meetings, reserve rooms and parking spaces, write the
minutes for the committees, and organizes and sends in all information to appropriate offices.
 Assist program directors with completing lunch reservations with culinary arts for advisory board
meetings or completing the Group Meal Form for outside caterers.
To Apply
Please complete your job application through the Gwinnett Technical College Online Job Center at
www.GwinnettTech.edu located under Employment Opportunities.
Gwinnett Technical College does not discriminate on the basis of race, color, creed, national or ethnic origin, gender, religion,
disability, age, political affiliation or belief, disabled veteran, veteran of the Vietnam Era’ or citizenship status (except in those special
circumstances permitted or mandated by law). For more information on compliance activities, contact Lisa Richardson, Title IX and
Section 504 Coordinator, 5150 Sugarloaf Parkway, Building 100, Room 323B, Lawrenceville, GA 30043, 770-962-7580.