Administrative Assistant - Allied Health Department

Position Overview

The Allied Health Department Secretary will provide complete secretarial support to the Department Chair, Program Directors, faculty, and students. The role includes administrative tasks, records maintenance, and coordination for the college and dental clinic.

• Answer telephone, provide information, take messages, and direct calls; greet and triage inquiries.
• Monitor all Allied Health general email accounts and triage information.
• Prepare outgoing mail; pick‑up and distribute incoming mail.
• Perform secretarial duties including filing, data entry, typing letters, meeting minutes, reports, memoranda, course syllabi, examinations, and proofreading.
• Assist in the preparation and analysis of reports as requested.
• Update departmental social media page communications.
• Copy and collate documents.
• Assist with work orders, purchase orders, supply requisitions, conference travel requests, invoices, and ordering office supplies.
• Assist with scheduling and organizing department and program events, including Advisory Committee meetings, orientation, recruitment activities, extracurricular events, and accreditation processes.
• Utilize AI‑enabled tools to support administrative operations while ensuring accuracy, confidentiality, and compliance with policies.
• Perform other duties as assigned.
• Regular attendance on campus is required.

• Maintain and update external contracts for student clinical and practicum experiences.
• Assist with confirming student clinical placement and processing documentation for rotations.
• Maintain student and clinical compliance with state vaccine requirements.
• Communicate with clinical coordinators regarding facilities and contract requirements.
• Oversee administration of ViewPoint Screening for all Allied Health programs and maintain updated information.
• Maintain knowledge of vaccination schedules per CDC and Michigan.
• Maintain student CPR certification files and communicate compliance issues.
• Handle confidential personal information in accordance with FERPA.
• Provide support to the dental clinic by maintaining documents, scheduling appointments, and coordinating ADAEP workshops.
• Set up Clinical software (Eaglesoft) to improve workflow and manage appointment reminder software.
• Maintain internal accounting for the dental clinic, reconciling transactions and working with the cashier office.
• Assist in developing and collecting clinic and student surveys and reports.
• Maintain patient records and submit/receive records through dental software while remaining HIPAA compliant.

• Collect background information for projects and initiate preliminary reports.
• Compile statistics and draft reports (e.g., Annual Report) for external agencies and internal documents.
• Complete paperwork for verification of certificates and documents required by Michigan Board of Nursing and ACEN.
• Perform quarterly website checks to ensure program information is accurate and update as needed.

• Process requisitions and blanket purchase orders for Allied Health programs.
• Obtain quotes, assess discounts, and review substitution items on purchase orders.
• Monitor open purchase orders and invoices to ensure timely receipt and payment.
• Assist with daily operational budget processes, including adjustments, quotes, sole‑source justifications, and policy compliance.
• Provide budget research data and assistance in the annual operational financial planning process.

• Assist with the accreditation process by collecting and organizing data, preparing annual reports, and scheduling agency visits.

• Monday – Friday 8:00 a.m.–5:00 p.m. with occasional evenings for nursing program events, orientations, etc.

• High School Diploma or GED plus thirty (30) credit hours related coursework and four (4) years relevant work experience, or equivalent.
• Excellent interpersonal, communication, and customer‑service skills.
• Proficiency in Microsoft Office (Word, Excel, Publisher) and Google products.
• Analytical skill and understanding of system interfaces.
• Organizational skills to manage workflow and anticipate program requirements.
• Ability to…