Noncredit Health Academy Support Specialist

Under the direction of the Department Chair/Director, perform a variety of specialized duties in support of the Noncredit Health Academy programs; plan, coordinate and organize office activities and coordinate flow of communications, correspondence and information for Noncredit Health Academy programs; prepare and maintain a variety of manual and automated records and reports.

• Perform a variety of specialized duties in support of Health Academy programs; assure smooth and efficient office operations, and proper and timely completion of projects and activities; plan, coordinate and organize office activities and coordinate flow of communications and information for Health Academy programs.
• Provide technical information and assistance to applicants, administrators, faculty, staff, students and the public concerning Health Academy, programs, operations, applications and related functions, activities, standards, requirements, services, policies and procedures.
• Serve as the primary administrative assistant to Health Academy program staff; provide public relations and communication services; initiate and receive telephone calls; take, retrieve and relay messages as needed; schedule and arrange appointments, conferences, meetings and other events.
• Receive visitors; provide assistance or direct to appropriate staff; respond to inquiries and provide assistance and information; exercise independent judgment in resolving a variety of issues; refer difficult issues to administrators.
• Receive, review, process and file applications for Health Academy programs; prepare folders for applicant records; verify applicant eligibility; compile and request transcripts and other student information as needed; keep applicants current regarding application status.
• Compile information and prepare and maintain a variety of records, reports and files related to applications, programs, minutes, students, waiting lists, prerequisites, graduates, questionnaires and assigned activities.
• Input and update applicant, program and other data in an assigned computer system; establish and maintain automated records and files; initiate queries, develop spreadsheets, tables and charts, and generate various computerized lists, reports and documents; assure accuracy of input and output data.
• Compose, independently or from oral instructions, note or rough draft, a variety of materials such as inter-office communications, forms, letters, memoranda, announcements, bulletins, agenda items, lists, notices and other materials; review, revise, edit, format and proofread a variety of documents and information.
• Research, compile and verify a variety of data and information related to applicants and health and nursing programs; duplicate, assemble, distribute, collect, verify and assure accuracy and completeness of various documents.
• Coordinate and attend a variety of meetings as assigned; compile and prepare agenda items and other required information and materials for meetings and other events; take, transcribe and distribute minutes as directed.
• Perform special projects and prepare various forms and reports on behalf of the Health Academy program manager; attend to administrative details on special matters as assigned.
• Communicate with applicants, personnel, various outside agencies, students and the public to exchange information and resolve issues or concerns.
• Operate a variety of office equipment including a calculator, copier, fax machine, typewriter, computer and assigned software; perform minor maintenance and repairs on equipment as directed; arrange for equipment maintenance and repairs as needed.
• Receive, sort and distribute mail as required; prepare and distribute informational materials and bulk mailings; contact others to request documents as needed.
• Maintain appointment and activity schedules and calendars for department chairs as required; coordinate travel arrangements and hotel reservations as needed; reserve facilities, equipment, services and supplies for meetings and other events as needed.
• Monitor inventory levels of office supplies; order, receive and maintain appropriate inventory levels of supplies; prepare and…