Administrative Assistant II

Title: Administrative Assistant II

Salary Range: $31,680.00

Contract Term Length: 12 Months

Standard Hours: 37.5

Work Location: On-Site

FLSA Status: Non-Exempt

College: Maysville Community & Technical College

Campus Location: This position will be split between Rowan and Montgomery Campus. In person requirement for both campuses each week. Schedule may vary but typically will be a 3/2 split. 

Department: Health Science

Total Rewards

Maysville Community & Technical College offers a competitive benefits package and an attractive work environment that supports excellence, innovation, and creativity including:

• Exceptional health care, vision, dental coverage for you and your family
• Tuition reimbursement/waiver for you, your spouse, and dependents
• 403(b) retirement plan: a 5% employee contribution receives a 10% employer match
• Vacation/Sick Time
• Work-Life Balance
• 9.5 Paid Holidays
• 2 Weeks Institutional Closing Pay (Last 2 weeks of December) for qualifying positions
• Employee Assistance Program

Job Summary

The Administrative Assistant II provides administrative and operational support to the Allied Health Division and the Nursing Division across both the Rowan and Montgomery campuses. This position ensures the smooth day-to-day functioning of division activities, maintains compliance with Kentucky Board of Nursing (KBN) regulations as a dedicated clerical staff for the Nursing Division on each campus, supports preparation for ACEN accreditation, and fulfills institutional requirements. Responsibilities include document preparation, student record management, class scheduling, admissions processing, budget coordination, purchasing, travel support, and facilitation of internal and external communications. The position also assists faculty and leadership in data collection, reporting, and readiness activities for program review and accreditation site visits.

Job Duties:

· Serves as dedicated clerical staff for the Nursing Division on each campus, ensuring the Nursing program has sufficient clerical assistance to serve the program administrator, faculty, and students in accordance with 201 KAR 20:260.
· Prepare, copy, and distribute meeting minutes, reports, correspondence, exams, quizzes, MOAs, program information sheets, and other division documents. Meeting minutes must be retained for at least five years.
· Develop and maintain electronic and paper forms used across the Allied Health and Nursing Divisions.
· Facilitate communication between faculty, staff, students, and external partners to ensure timely and accurate information flow.
· Supervise maintenance of files on all admitted and pre-admission Nursing students, ensuring records meet KBN documentation requirements.
· Update student records to reflect program requirements and progress.
· Develop and maintain applicant pool lists for RN and PN Admissions Committees based on student pre-admission conference paperwork.
· Support admissions and enrollment processes for Allied Health and Nursing programs, ensuring compliance with institutional, state, and accrediting body standards.
· Enter class schedules into PeopleSoft each semester for the Allied Health and Nursing Divisions.
· Generate course rosters, reports, and queries as needed from institutional systems.
· Enter and monitor work orders for faculty requests through the work order system.
· Collaborate with other divisional assistants to perform purchasing and budgeting functions.
· Manage current expense and equipment budgets (including Perkins funds), often exceeding $100,000 annually.
· Process orders, requisitions, pro-card requests, payments, budget revisions, and related purchasing forms in accordance with institutional policies.
· Perform monthly reconciliations, credit card edits, and maintain accurate budget records.
· Maintain divisional inventories and ensure compliance with institutional and grant reporting requirements.
· Process travel and reimbursement requests for all Allied Health and Nursing faculty, including registration, reservations, and transportation arrangements.
· Ensure travel forms and processes comply with institutional policies and budgetary guidelines.
· Provide administrative support to Nursing programs to ensure compliance with KBN regulations and institutional requirements.
· Assist faculty and administrators in compiling, tracking, and maintaining data needed for ACEN and other accrediting body reports.
· Support preparation for accreditation reviews and site visits (ACEN, KBN, and other regulatory agencies) by organizing documentation, maintaining timelines, and ensuring readiness of materials.
· Monitor ongoing compliance documentation (e.g., faculty credentials, curriculum records, program outcomes data) to support accreditation and regulatory reporting.
· Collaborate with program coordinators to plan and facilitate Nursing and Allied Health Advisory Board meetings, including arranging catering, managing attendee communications, and preparing and distributing meeting minutes in alignment with accrediting body standards and Perkins funding requirements.

Minimum Qualifications:

High school degree with 1-3 years of relevant experience.  

Preferred Qualifications:

Associate's degree or Relevant experience.

Additional Skills Requested:

· Strong organizational and problem-solving skills
· Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and ability to learn institutional systems (e.g., PeopleSoft)
· Ability to prioritize, multitask, and meet deadlines in a fast-paced environment
· Strong written and verbal communication skills
· Ability to handle confidential and sensitive information with discretion
· Knowledge of office procedures, purchasing policies, and record-keeping systems
· Capacity to work collaboratively with faculty, staff, administrators, and external stakeholders
· Attention to detail and accuracy in data entry, financial reconciliation, and record maintenance

Employee Rights - Employee Polygraph Protection Act

Equal Opportunity Employer - The Kentucky Community and Technical College System is an equal educational and employment opportunity institution.