The Chester County Intermediate Unit (CCIU) has an opening for a full-time Receptionist / Secretary within the Practical Nursing program.
At the CCIU, we pride ourselves on the creativity, dedication, and collaborative spirit that our employees bring to their work every day, and we know that achieving success takes a team approach! We strive to hire exceptional, motivated, and passionate individuals that help us achieve our vision of acting as educational leaders who contribute to a better Chester County and beyond. If you are looking for an exciting, challenging opportunity to grow your career, don't wait - apply today to make Team CCIU even stronger tomorrow!
Qualifications:
- High school diploma or equivalent required.
- One year of receptionist, secretarial or general office experience, including a strong computer background and experience in data entry.
- Experience in an educational, health care or other customer facing office setting preferred.
- Current, within one year, police, child abuse & FBI Fingerprint clearances required.
Summary of Position:
The Receptionist/Secretary serves as the first point of contact for the Practical Nursing Program and provides front desk, clerical and student service support to the Program Director, the Secretary Registrar, the Secretary Bursar and the program faculty. The position works most closely with the Secretary Registrar and assumes the routine registration, records and scheduling support that does not require the judgment of the Registrar. The position manages the flow of visitors, telephone calls and electronic correspondence, supports the applicant and admission process from inquiry through orientation, maintains student records and daily attendance, and coordinates the logistics of program meetings, clinical schedules, recruitment activities and graduation events. The position does not handle money and does not prepare purchase orders. By assuming the routine and recurring administrative work that currently interrupts the Secretary Registrar and the Secretary Bursar, the position allows those staff members to concentrate on the registration, financial aid, fiscal, compliance and reporting functions that carry regulatory deadlines. The incumbent must be dependable, courteous, organized and flexible, and must maintain strict confidentiality in all student, faculty, academic and financial matters in accordance with the Family Educational Rights and Privacy Act (FERPA).
Duties and Responsibilities:
Reception and Front Desk Operations
- Serves as the first point of contact for the Practical Nursing Program, greeting students, applicants, visitors, clinical partners and vendors and directing them appropriately.
- Answers, screens and routes all incoming telephone calls, voice mail and general electronic mail, responding to routine questions regarding admission requirements, program dates, costs and events, and referring substantive matters to the Secretary Registrar, the Secretary Bursar or the Program Director.
- Receives, sorts and distributes incoming mail and deliveries, prepares outgoing mail and mass mailings, and maintains postage and shipping records.
- Maintains the readiness and appearance of the reception area, student common areas and conference space.
Support to the Secretary Registrar
- Works closely with the Secretary Registrar and receives day to day direction from that position on all registration, records and clinical scheduling support assigned to this position.
- Mails and distributes program applications and information packets, records each inquiry in the program database, receives incoming applications, verifies that all required components are present and forwards complete files to the Secretary Registrar for evaluation.
- Schedules entrance examinations, group interviews and information sessions, confirms appointments with applicants and prepares the testing and interview rooms and materials.
- Tracks preadmission requirements such as physical examinations, immunization records, clearances and certifications, notifies applicants of outstanding items and reports incomplete files to the Secretary Registrar.
- Maintains regular contact with admitted students from the point of acceptance through the first day of class, prepares orientation packets and enrollment materials, and assists with the delivery of general orientation sessions.
- Distributes clinical rotation schedules to students, faculty and clinical facilities, communicates schedule changes as directed, and assists with the scheduling of classroom, laboratory and clinical sessions.
- Tracks clinical affiliation agreement expiration dates, prepares and updates the agreements for review and signature, issues renewal reminders to clinical facilities, and updates FileMaker Pro so that student clinical compliance records accurately reflect current status.
Support to the Secretary Bursar
- Receives student questions regarding billing, financial aid, payment arrangements and transcripts, provides the correct forms and instructions, and schedules appointments with the Secretary Bursar.
- Distributes financial aid notices, billing statements and tax documents as directed, maintains and files financial aid and student account documentation in accordance with the program's records retention schedule, and provides clerical support to the Secretary Bursar and to the program's financial aid consultant.
Student Services and Records Support
- Records and reports daily student attendance for faculty, receives student absence and lateness calls and maintains the attendance record in the program database.
- Maintains student files in both paper and electronic form, including filing, scanning and archiving in accordance with the program's records retention schedule and FERPA.
- Issues routine student documents and materials such as enrollment verifications, identification badges and parking information, and provides students with information regarding the purchase of uniforms and program materials.
- Maintains an accurate count of the digital books and physical textbooks required for each incoming class and reports the count to the Secretary Registrar.
Clerical Support to the Program Director and Faculty
- Provides general clerical support to the Program Director, the Secretary Registrar, the Secretary Bursar and program faculty, including word processing, data entry and routine correspondence.
- Prepares, copies, collates and distributes course packets, student handbooks, examinations and other instructional materials, assists faculty with the preparation, collection and filing of student clinical documents, and proctors student examinations as needed.
- Creates and maintains program spreadsheets and trackers used to monitor enrollment, attendance, compliance and program materials.
- Supports the Program Director's external outreach by scheduling appointments, preparing materials and maintaining contact records for employer, secondary school and community partners.
- Monitors office supply levels and reports supply and materials needs to the Secretary Registrar, who prepares the purchase orders, and maintains office equipment, including the copier and postage machine, arranging service when required.
- Schedules meeting space, distributes meeting materials and calendar invitations, arranges room setup for faculty, advisory committee, student and faculty liaison and site visit meetings, and attends all program meetings.
- Records notes during program meetings using the minutes prepared by the Program Director, updates the minutes, distributes them to the faculty by electronic mail for review, obtains the approval of two faculty members and forwards the approved minutes for inclusion in the following staff meeting minutes.
Event and Recruitment Support
- Assists with the planning and execution of graduation activities, which are held three times per year in November, March and June, including invitations, printing, seating, regalia and the setup and breakdown of the graduation luncheon and ceremony.
- Schedules and supports recruitment and marketing activities, including open houses, career fairs, school visits and vendor, community and industry events, and prepares display and handout materials. Attendance at occasional events outside of regular working hours may be required with advance approval.
- Receives adult education inquiries, schedules visits and open houses and forwards applicant information to the appropriate program staff.
Program Continuity
- Cross trains in the essential functions of the Secretary Registrar and the Secretary Bursar positions in order to provide continuity of program operations during planned and unplanned absences and to cover those functions on a temporary basis when required, including working knowledge of the registration cycle, clinical affiliation agreements, clinical rotation scheduling and the program database.
- Maintains written procedures for the recurring tasks assigned to this position so that the work can be covered by others when necessary.
Confidentiality and Compliance
- Maintains strict confidentiality of all student, applicant, faculty, academic and financial information in accordance with the Family Educational Rights and Privacy Act (FERPA) and CCIU policy.
- Completes all training required by the CCIU in accordance with the responsibilities of the position.
- Performs all duties with awareness of CCIU requirements, Board of Education policies and the approval and accreditation standards applicable to the program.
Salary (2026-2027 School Year):
Support - Level 10
- Step 1 $22.50/hr - Step 10 $29.82/hr
- *Placement on the scale is determined by previous similar experience.
Schedule:
- Monday-Friday; 7.5 hours per day; 260 days per year
Location:
Equal Opportunity Employer Chester County Intermediate Unit is an Equal Opportunity Employer. Chester County Intermediate Unit ensures equal employment opportunities regardless of race, creed, gender, color, national origin, religion, age, sexual orientation or disability. Chester County Intermediate Unit has a policy of active recruitment of qualified minority teachers and non-certified employees. Any individual needing assistance in making application for any opening should contact the Department of Human Resources at 484-237-5085.
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