CNA/CMA Coordinator/Administrative Assistant

EMPLOYMENT AT TMCC


CNA/CMA Coordinator/Administrative Assistant

 

Position Title:            CNA/CMA Coordinator/Administrative Assistant

Department:               HEART Project          

Contract Term:         12-month        

Funding Source:       HEART Project – HPOG 2.0

Accountable to:         HEART Project Director

Summary of Position: This position will be responsible for all administrative support for the CNA/CMA 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 CNA/CMA participant information & will ensure that all information is accurate and verified with the Director, Success Coach, 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).

SKILLS

Experience:

  • Working with statistical data entry.
  • Experience in data entry from source documents into data collection systems that are required by government and/or state funding agencies.
  • Must be team oriented, yet possess the ability to work independently.
  • Working with low-income participants in an educational system.
  • Ability to use 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:

  • Regular communication with the Director, Success Coach 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 appropriate 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

  • Accurate computer skills in data entry; 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 CNA/CMA data entry to the PAGES system with accuracy.
  • Ensures that all data entry is accurate & up to date for project participants.
  • Work closely with Success Coach in regard to 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:        

  • Must have either:
    • Associate Degree with 1 year of clerical experience; OR
    • 3 years of clerical experience.
  • Knowledge of operations of an efficient office management system.
  • Communicates effectively orally and in writing.

How to Apply

Application Packet / Submission:  To be considered for open positions at TMCC, prospective applicants must submit an Application for Employment, cover letter, curriculum vitae and/or resume, college transcripts, three current (within 1 year) letters of reference, and, if applicable, enrollment documentation from a federally recognized tribe and/or veterans preference.  Full time regular employees who apply for a position within the college will receive 5 in-house preference points.  Required licensure/certification as specified in the position vacancy announcement is also required.

The packet will be determined to be incomplete if any required documents are missing; thus the application will not be considered.

All completed applications must be submitted to the Human Resource Manager who will determine which applicants meet qualification requirements per vacancy announcement.

Employment Application (1.41 MB PDF)

Please Note

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED.

For more information on any of these positions please contact:

Holly Cahill, Human Resources Manager

Telephone: (701)477.7938

Email: hcahill@tm.edu

Equal Opportunity and Non-Discrimination Policy

The Turtle Mountain Community College is committed to the policy that all persons shall have equal access to its programs, facilities, and employment without regard to race, religion, color, sex, national origin, age, or handicap. In adhering to this policy the college abides by the requirements with the Title IX, Education amendments of 1972; with Title VI and VII of the 1964 Civil Rights Act; by section 503 and 504 of the Rehabilitation Act of 1973, and the Age Discrimination Act of 1975. Questions or comments may be referred to Holly Cahill, Human Resources Manager, Turtle Mountain Community College PO BOX 340, Belcourt, ND 58316 (701)477-7809, or the Office of Civil Rights, U.S. Department of Education, 10220 North Executive Hills Blvd., 8th Floor, Kansas City, MO 64153-1367.