Secretary, Center for Emergency Preparedness and Emergency Services

Essential Functions: Provides comprehensive administrative support to the Center for Emergency Preparedness and Emergency Medical Management Department, including administration, faculty, staff, students, academic programs, facilities, and departmental operations, and assists with routine and special administrative functions necessary to support academic, operational, regulatory, accreditation, financial, and departmental activities. Monitors budget for ordering supplies and materials. Produces and maintains a database to analyze the usage, cost, quantity, frequency, and details of supplies and materials ordered. Accesses budget information using Workday to check account balances. Assists CEP and EMM administration and staff with budgetary forms and processes. Creates and maintains a system for the organization of course syllabi/outlines, student files, and other departmental records and reports. Maintains a database of faculty contact information, faculty class schedules, and faculty credentials for CEP and EMM administration. Supports EMT, Paramedic, and other Emergency Medical Management courses and programs through student and faculty communications, preparation and distribution of program materials, maintenance and tracking of required documentation, and other administrative support as assigned. Assists with the collection, maintenance, reconciliation, and reporting of program and departmental data, including enrollment, completion, outcomes, certification/licensure, and other information needed for College, regulatory, accreditation, financial, or departmental reporting. Maintains and utilizes departmental facility-use tracking systems, including the CEP Tracker, to accurately record, reconcile, and report facility utilization, contractual usage, rental activity, associated revenues, and other required operational data. Maintains files of required maintenance and inspections of the CEP and associated resources. Assists in scheduling advisory committee and other meetings and records minutes for distribution and filing. Assists in the preparation and distribution of agreements and invoices as needed. Assists in the preparation of employment recommendation forms, staffing charts, distribution lists, advisory committee lists, and other HR and administrative forms and reports as needed. Provides support to CEP and EMM administration in accreditation studies/visits and related reports, PREP reports, board reports, and other special reports or projects. Tracks departmental deadlines, required reports, renewals, submissions, meetings, and other time-sensitive administrative responsibilities and provides appropriate reminders and follow-up. Assists CEP and EMM administra