Administrative Assistant - Allied Health Department

Our college strives to make a positive difference in people’s lives through accessible and excellent educational programs and services.

Washtenaw Community College is committed to creating a welcoming environment and is an Equal Opportunity Employer.

The Allied Health Department Secretary provides secretarial support to the Department Chair, Program Directors, and faculty in each of the program areas as well as performing administrative tasks and records maintenance for the college and dental clinic patients. Although this position reports to the Dean of Health Sciences, the day‑to‑day functions and priorities will come through the Allied Health Department Chair.

• Answer the telephone, provide information, take messages, and/or direct calls to appropriate personnel; greet, respond to inquiries regarding departmental matters, triage all incoming communications appropriately. Monitor all Allied Health general email accounts and triage information appropriately.
• Prepare outgoing mail; pick‑up and distribute incoming mail to appropriate personnel.
• Perform secretarial duties to include filing, data entry, typing letters, meeting minutes, reports, memoranda, course syllabi, examinations and proofreading all work to ensure accuracy. Maintain strong knowledge of all Microsoft Office programs.
• Assist in the preparation and analysis of reports as requested.
• Update departmental social media page communications and information as needed.
• Copy and collate documents as needed.
• Assist with work orders, purchase orders, supply requisitions, conference travel requests; invoices; order office supplies as requested.
• Assist with scheduling and organizing various department and program events including Advisory Committee Meetings, program orientations, student recruitment activities, extra‑curricular activities, and the program accreditation process.
• Utilize artificial intelligence (AI)‑enabled tools and software to support administrative operations, including drafting correspondence, organizing information, scheduling, data entry, document preparation, meeting summaries, workflow efficiency, and other responsibilities, while ensuring accuracy, confidentiality, and compliance with institutional policies, procedures, and applicable regulations.
• Perform other duties as assigned.
• Regular attendance on campus is required for this position.

• Maintain and update external contracts for student clinical and practicum experiences.
• Assist with confirming student clinical placement and processing documentation for clinical rotations.
• Maintain student and clinical compliance with vaccine requirements as required by the State of Michigan.
• Communicate with all department clinical coordinators regarding clinical facilities that may have contracts with student requirements beyond the State of Michigan guidelines. Align internal policies to align with state requirements and update internal forms as necessary.
• Oversee administration of ViewPoint Screening (Health Documents Portal) for all Allied Health programs and maintain updated information for student communication and records.
• Maintain up‑to‑date knowledge of vaccination schedules as recommended by the CDC and State of Michigan immunization recommendations.
• Maintain student CPR certification files and communicate with students and faculty as necessary regarding any compliance issues.
• Handle sensitive personal information protected by FERPA; must have the aptitude to handle confidential and sensitive materials and knowledge of FERPA.
• Provide support to the dental clinic by maintaining clinic documents, assisting with scheduling and confirming of dental patient appointments and scheduling of ADAEP workshops.
• Assist with set up Dental Clinic software (Eaglesoft) to update the dental clinic to be paperless. Manage appointment reminder software and sending e‑reminders.
• Responsible for dental clinic internal accounting. This includes reconciling transactions to verify weekly cash/check deposits and working directly with WCC Cashier office.
• Oversee evaluation process by assisting in creation, administration, and collection of dental…