Administrative Assistant, Allied Health

Administrative Assistant, Allied Health

Reports to the Dean of Nursing & Allied Health and provides advanced administrative, confidential, technical, and clerical support primarily to the Allied Health programs — Health Information Technology, Radiologic Technology, Sonography, Echocardiography, and the Speech Language Pathology Assistant Program — as well as to the Dean directly. Backup support to the Nursing program is provided as needed.

• Serve as the primary point of contact for the Allied Health programs, greeting visitors, students, and employees, and providing professional customer service through in-person and phone interactions, message management, and timely response to inquiries and urgent student needs.
• Fulfill secretarial and clerical needs primarily for the Allied Health Program Directors and Faculty, while providing support to the Dean of Nursing & Allied Health as needed.
• Perform general clerical duties including organizing, filing, shredding/purging, and photocopying for Allied Health Program Directors and Faculty.
• Prepare and maintain student records and correspondence of a highly confidential nature.
• Assist with marketing efforts, correspondence, and recruitment for Allied Health programs, including active participation in recruitment events and initiatives as directed by Program Directors.
• Create and update all departmental forms.
• Prepare minutes, reports, statistical data, and other materials pertaining to the Allied Health programs and the Dean of Nursing & Allied Health as directed.
• Receive and manage incoming telephone calls, responding or forwarding with appropriate notations to the corresponding office or individual. Respond to voicemail and email messages and send and receive faxes as needed.
• Manage distribution of all incoming and outgoing mail, including shipment requests; screen and respond as necessary. Assemble attachments and corresponding materials including bulk mail. Review outgoing material for completeness, dates, and signatures.
• Assist with preparation for accreditation processes and state and national association meetings.
• Prepare purchase order requests, payments, work orders, supply requisitions, travel authorizations, and follow up for assigned area.
• Assist with Advisory Council committees for the Health Information Technology, Medical Imaging, and Speech Language Pathology Assistant programs. Schedule appointments and meetings, distribute meeting notices, arrange for catering services, keep attendance, and take minutes.
• Assist Allied Health Program Directors and Faculty with office equipment, including computer hardware and software, printer issues, classroom technology, and miscellaneous questions and concerns.
• Support prospective students throughout the admissions process by distributing applications, providing instructions for proper completion of applications and required forms, and troubleshooting application questions. Collaborate with Program Directors to review completed applications for accuracy and completeness in support of the admissions process.
• Collect, track, and maintain confidential student files related to clinical clearance requirements, including medical records, drug screenings, CPR certifications, and background checks, ensuring all documentation is current and complete prior to clinical placement.
• Maintain and update the student database and all current and past confidential student files and records, including medical records, certifications, mailing and contact information, and student descriptions. Manage and monitor database records specific to clinical site requirements, proactively contacting students regarding any missing, incomplete, or expired documentation, ensuring the confidentiality and security of all student records.
• Train and supervise work study and student worker personnel within the Allied Health programs.
• Maintain supplies by monitoring inventory levels, anticipating requirements, placing and expediting orders, verifying receipt, stocking items, and delivering supplies to workstations.
• Monitor office and classroom equipment operation, reporting maintenance needs, malfunctions, or repair requirements to the…