Administrative Assistant

About the role

This Administrative Assistant position supports the medical program's Instructional Support Coordinators (ISCs) by monitoring and tracking immunization and placement records for students enrolled in medical and EMS programs. The role assists the ISC in maintaining compliance with program requirements, ensuring immunization records and other admissions documentation stay current and meet program standards. The position also coordinates with students and faculty to verify required documentation and works with the ISC on related administrative tasks, including American Heart Association (AHA) certification tracking and job/education placement data, to support daily program operations and the overall success of student training.

Schedule

• 4 hours each Tuesday through Friday
• Flexible shifts: 8:00 AM–12:00 PM, 9:00 AM–1:00 PM, 10:00 AM–2:00 PM, or 11:00 AM–3:00 PM (arranged with supervisor)

Responsibilities

• Collect and track student immunization records
• Coordinate with Instructional Support Coordinators and correspond with students to review and record job placement information
• Monitor student progress, placement, and completion data
• Support instructor administrative needs to maximize classroom time
• Assist programs with supplies, receiving, and inventory
• Help recruit and market programs to maintain full enrollment in cohorts
• Answer telephone calls and greet visitors
• Monitor AHA class registrations and create AHA class rosters
• Schedule and set up AHA classes
• Issue AHA certification eCards
• Provide support to the AHA Training Site Coordinator
• Assist ISCs in ensuring programs follow accreditation standards and remain in compliance
• Help other program areas with special projects as assigned

Requirements

• High school diploma required; some college coursework preferred
• 1–2 years of administrative support experience preferred
• Strong communication and presentation skills
• Strong time management skills
• Strong knowledge of Google Suite applications

Physical demands

• Occasionally required to sit, stand, reach, lift, bend, kneel, stoop, climb, push, and pull items weighing 25 pounds or less
• Requires manual dexterity; auditory and visual skills
• Ability to follow written and oral instructions and procedures