Data Entry Coordinator/Administrative Assistant

EMPLOYMENT AT TMCC


Data Entry Coordinator/Administrative Assistant

Position Title: Data Entry Coordinator/Administrative Assistant

Department: HEART Project

Contract Term: 12-month

Funding Source: HEART Project – HPOG 2.0

Accountable to: HEART Project Director

Opening Date: June 15, 2017

Closing Date: Until Filled

Salary:  $29,155 – $30,569

Summary of Position: This position will be responsible for all administrative support for the Director and Allied Health Programs that will include office management, preparing & submitting all purchase requisitions, maintenance, distributing and receiving all participant applications with verifying information; distribution of written reports and communications, central file creation for project activities and participant files. Responsible for all data entry reports in the PAGES system for participant information & will ensure that all information is accurate and verified with the Director, Career Navigators, and Allied Health Staff & Faculty.

The PAGES system is Performance Reporting System that is utilized for all statistical data & reporting for the Health Profession Opportunity Grants (HPOG). Reviews & updates in all data collection systems for TMCC periodically. Runs reports periodically & submits the information to the Director.

SKILLS

Experience:

  • A minimum of 3 years working with statistical data entry.
  • Knowledge of compiling statistical data reports from a computer program system with a high degree of accuracy.
  • Experience in data entry from source documents into data collection systems that are required by government and/or state funding agencies.
  • Ability to create reports from computer systems that are required for the statistical data and correspondence that have been entered by the Director & other staff members.
  • Must be team oriented, yet possess the ability to work independently.
  • Experience working with low-income participants in an educational system.
  • Experience in an educational office that required highly efficient office management skills and experience working with sophisticated data entry systems.
  • Experience with a filing system.
  • Ability to communicate in a professional ethical manner when dealing with difficult people.
  • Ability to be empathic when working with program participants.

Human Contact Skills:

  • The Director, Career Navigators and the Allied Health Staff & Faculty in verifying the information that is required to complete all tasks.
  • Project participants, for the purpose of taking applications and verifying data.
  • TMCC administration & staff for purposes of required meetings and other work related activities.
  • Requires frequent/daily contact with the public that will require skilled application of opriate oral communication and human relation techniques.
  • Serve as an important member of the HEART Project Team.
  • Participates in recruitment and outreach activities.
  • Possess strong networking and communication abilities for working with students, college staff/faculty and community partners.
  • Attend all scheduled college functions and meetings as required.
  • Serve on college committees as appointed.

RESPONSIBILITIES

Responsibilities for Equipment or Facilities or Records

  • This position requires a high degree of computer skills in data entry with accuracy; office management skills; and ability to communicate effectively with college staff/faculty, project participants, and the public.
  • Position requires ability to enter data from source documents into the PAGES system with a high degree of accuracy; communicate orally and in writing; develop and maintain records; keep accurate files; prepare reports; understand and apply regulations; operate office machines; develops and updates forms for office as needed. Demonstrates competency in office management.
  • Manages all data entry to the PAGES system with accuracy.
  • Ensures that all data entry is accurate & up to date for project participants.
  • Work closely with Career Navigators in regards participant data entry requirements for the PAGES system as required by HPOG.
  • Develops and organizes an activity log for all data entries for purchase requisitions and PAGES data entry as required by HPOG.
  • Keeps records of all completed work.
  • Deals tactfully & courteously with project participants and the public.
  • Maintain confidentiality adherence with participant’s records and information.
  • Coordinates and implements office services such as purchasing, records controls, projects, budget, participant reimbursement and operations as directed by Director.
  • Other assigned duties.
  • Accuracy of data input and organizational skills.
  • Accurately maintains all student records.
  • Prepares accurate and timely reports to the Director as needed.
  • Accurately collects and prepares statistical data.
  • Observes work hours.
  • Demonstrates punctuality.
  • Establishes and maintains effective working relationships with fellow employees, supervisors and the public.
  • Work will require the regular operation of computer equipment and software.

Financial Responsibilities:

  • Work does not require handling money or budgetary responsibilities.

WORKING CONDITIONS

Physical Demands:

  • Position will occasionally require long periods of sitting and working on the computer and other office paperwork.
  • Infrequently lifting and carrying up to 20lbs.

Mental Demands:

  • Ensures compliance with all HPOG requirements and processes for handling participant data.
  • Develops participant applications.
  • Organizing and scheduling participant for intake assessments.
  • Distributes & receives all participant applications with pertinent verifying data.
  • Screens applications for verification of required documentation needed.
  • Compiles data and enters into database; oversee day to day management of database.
  • Work with the HEART project team to design brochures, flyers, posters, calendars, and other outreach activities deemed necessary for recruitment of participants for the HEART project.
  • Knowledgeable regarding state employment offices, veterans’ programs, and private and government-sponsored social service agencies.
  • Conduct follow up on all HEART project participants.
  • Ability to work with HPOG PAGES support system in data entry changes & glitches within the computer program.
  • Able to work in a fast-paced and deadline-driven work environment.
  • Perform other duties as assigned by supervisor.

EDUCATION AND EXPERIENCE:

  • Associate degree in Computer Technology or related field with a minimum of 3 years’ experience in data entry & administrative office duties or 5 years’ experience in an educational office that required highly efficient office management skills and experience working with sophisticated data entry systems.
  • Knowledge of compiling statistical data reports from a computer program system with a high degree of accuracy.
  • Experience in data entry from source documents into data collection systems that are required by government and/or state funding agencies.
  • Knowledge of operations of an efficient office management system.
  • Communicates effectively orally and in writing.

How to apply:

Submit a letter of application, resume AND online application (available below); copy of college transcripts (must indicate highest degree earned); and three (3) current letters of reference. Work experience must be reasonably documented. Applicants claiming Indian Preference (CDIB) and/or Veterans Preference (DD214) must provide documentation.

Employment Application (1.41 MB PDF)

PLEASE NOTE: INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED.

Holly Cahill, Human Resource Director

Telephone: (701)477.7939

Email: hcahill@tm.edu

*Turtle Mountain Community College does not discriminate on the basis of race, ethnicity, religion, national origin, sex, age or disability. It is the general policy of the college to give preference to qualified American Indian applicants as allowed by the Indian preference provisions of the Civil Rights Act of 1964, as amended.

Persons who are at least ¼ degree and wish to claim Indian preference must submit a copy of their tribal Certificate of Degree of Indian Blood (CDIB) and Agency enrolled.