Administrative Assistant - Health Sciences

Responsibilities

• Supporting instruction and program operations
• Maintaining and managing confidential student, faculty, and program records
• Providing effective customer service
• Collaborating with other divisions, departments, and external partners
• Serving as a frontline resource for students, faculty, and staff by providing guidance on college processes and procedures
• Scheduling courses and rooms across multiple campuses
• Processing and tracking enrollments, cohort lists, releases, and student status information
• Extracting information from college information systems to generate reports using Excel and institutional reporting tools such as Cognos and Pyramid
• Maintaining accreditation, program, and state-required documentation
• Scheduling meetings, preparing agendas, attending meetings, and taking and distributing minutes
• Affording guidance on program documentation for information sessions, accreditation, and reporting purposes
• Maintaining and managing the Health Sciences office area and office equipment
• Maintaining advisory committee lists
• Assisting chairs and faculty with program documentation for information sessions, accreditation, and reporting purposes
• Creating and distributing cohort offer letters and related communications
• Maintaining student lists by semester and assisting with tracking re-entry students through appropriate committees
• Scheduling student clinical schedules and coordinating clinical placement logistics
• Notifying clinical sites of student's name & identifier for clinical site computer access
• Maintaining and monitoring third-party student and faculty background check and health compliance information
• Updating and tracking background check and physical exam data in Banner on a daily basis
• Distributing instructions and informational materials related to compliance processes
• Providing clinical site support for assigned programs, which includes affiliation agreements and site lists
• Performing financial duties including preparing and tracking purchase orders, requisitions, and other financial transactions
• Maintaining p-card accounts and completing p-card purchases in coordination with program faculty and chairs
• Developing and processing letters of agreement for adjunct instructors, reflective of course assignments
• Ordering and maintaining program supplies, equipment, and materials
• Supporting grant-related purchasing and time-and-effort reporting
• Aiding instructors with program materials, program handbooks, certificates, and other documents
• Aiding instructional leaders with minimum qualifications documentation and collection of credentials including transcripts to document qualifications and FQAS requirements
• Supporting program activities including student orientations, pinning ceremonies, and completion activities
• Providing frontline customer service to students, visitors, faculty, and staff
• Responding to inquiries and providing accurate information regarding programs and college processes
• Cooking with internal departments and external agencies to support program operations
• Processing division mail and facilitating maintenance and work orders
• Working with employers regarding incumbent worker agreements as assigned
• Overseeing work-study students; processing timesheets
• Serving as Health Sciences Safety Captain
• Creating, maintaining, and updating cross-training documentation and ensuring cross-training for core areas of responsibility

Qualifications

• Associate Degree in Administrative Professional or a related field or an equivalent combination of education and work experience
• Two (2) years of related work experience