Administrative Assistant - Health Sciences

Overview

This position provides administrative and operational support for the Health Sciences Division. Responsibilities include 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; and supporting fiscal, enrollment, and accreditation processes. In addition, this position serves as a frontline resource for students, faculty, and staff by providing guidance on college processes and procedures.

This position will be open until filled, with a first review date of July 13, 2026. After this date, the recruitment may close without further notice. Interested applicants are encouraged to apply as soon as possible.

Administrative Support to Programs

• Provide administrative support to assigned Health Sciences programs, faculty, program chairs, and division leadership.
• Maintain the Health Sciences office area and office equipment for full-time and part-time faculty and staff.
• Maintain advisory committee lists. Schedule meetings, prepare agendas, attend meetings, and take and distribute minutes in accordance with college policy.
• Assist chairs and faculty with program documentation for information sessions, accreditation, and reporting purposes.
• Extract information from college information systems to generate reports using Excel and institutional reporting tools such as Cognos and Pyramid.
• Maintain accreditation, program, and state-required documentation; support accreditation and site visits.

Scheduling, Enrollment, and Student Records

• Schedule courses and rooms across multiple campuses and enter course and room data into CLSS.
• Process and track enrollments, cohort lists, releases, and student status information in Banner.
• Process core-ready enrollment information and coordinate with advisors to verify transcripts, grades, test scores, GPA, and credit for prior learning.
• Create and distribute cohort offer letters and related communications.
• Code students into Banner so that core active students can register into core program courses.
• Maintain student lists by semester and assist with tracking re-entry students through appropriate committees.
• Set up student clinical schedules and coordinate clinical placement logistics, including pre/post conference room scheduling.
• Notify clinical sites of student’s name & identifier for clinical site computer access.

Background Checks, Health Requirements, and Clinical Coordination

• Maintain and monitor third-party student and faculty background check and health compliance information.
• Update and track background check and physical exam data in Banner on a daily basis.
• Develop and distribute instructions and informational materials related to compliance processes.
• Process communications to potential and admitted students regarding program-specific background check and health requirements.
• Provide clinical site support for assigned programs, which includes affiliation agreements and site lists.

Fiscal and Contractual Responsibilities

• Perform financial duties including preparing and tracking purchase orders, requisitions, and other financial transactions.
• Maintain p-card accounts and complete p-card purchases in coordination with program faculty and chairs.
• Develop and process letters of agreement for adjunct instructors, reflective of course assignments.
• Order and maintain program supplies, equipment, and materials.
• Support grant-related purchasing and time-and-effort reporting.

Program and Instructional Support

• Assist instructors with program materials, program handbooks, certificates, and other documents.
• Assist instructional leaders with minimum qualifications documentation and collection of credentials including transcripts to document qualifications and FQAS requirements.
• Support program activities including student orientations, pinning ceremonies, and completion activities.

Customer Service and Office Operations

• Provide frontline customer service to students, visitors, faculty, and staff,
• Respond to inquiries and provide accurate information regarding programs and college processes.
• Coordinate with internal departments and external agencies to support program operations.
• Process division mail and facilitate maintenance and work orders.
• Work with employers regarding incumbent worker agreements as assigned.

Work Study, Safety, and Coverage

• Oversee work-study students; process timesheets.
• Serve as Health Sciences Safety Captain.
• Create, maintain, and update cross-training documentation and ensure cross-training for core areas of responsibility.

Knowledge, Skills & Abilities:

• Experience working with a management information system (e.g., Banner).
• Strong customer service skills utilizing in-person, phone, and electronic communication.
• Strong verbal and written communication skills.
• Ability to manage sensitive and confidential information.
• Strong organizational skills with the ability to coordinate, prioritize, and manage…