Administrative Assistant Healthcare Diagnostics and Therapeutics

Position Announcement

Provides administrative support to the Department Chair, Program Directors, Coordinators, department faculty and support staff within the Department of Healthcare Diagnostics & Therapeutics. Supervises part-time department staff, interns and teaching assistants; coordinates part-time payroll transactions within the departments, as well as serves as the office manager and receptionist for the department within the Taylor Health Sciences building. Healthcare Diagnostics & Therapeutics includes the areas of Emergency Medical Services, Surgical Technology, Respiratory Therapy, Medical Radiography, Physical Therapist Assistant, Medical Laboratory Sciences, and health occupation courses.

Additional information about the department and program offerings can be found online athttps://academics.utahtech.edu/health-sciences/.

• Greet the public and visitors to the department, answering phones, taking messages, distributing mail, and directing students/visitors to the appropriate areas/offices on campus.
• Provide administrative support to the Department Chair, Program Directors, Coordinators, department faculty, and support staff. This includes but is not limited to office set up for new hires, key/access card requests, scheduling meetings and reserving rooms, taking minutes at department/program faculty meetings, copying, unlocking doors, ordering desk copies from publishers, placing reserves in the library, and other tasks as needed.
• Work closely with the department chair by assisting with record keeping, course scheduling, Argos reports, budget reports, taking and preparing minutes, collecting syllabi, coordinating meetings and special events, and other projects as assigned.
• Maintain proficiency in use of University database systems, such as Banner, Argos reporting, Event Management Software/Systems, Electronic Personnel Action Forms (EPAFs), Desktop Publishing software, etc.
• Oversee payroll processing from initial paperwork to timely submission of hours worked for part-time staff, interns, and teaching assistants each semester. Assist with part-time faculty hiring process, including paperwork-gathering, collection, and processing with the Human Resources office.
• Maintain and oversee inventories of equipment for offices and classrooms, placing IT and facilities management work orders, order and maintain office supplies for the department. Maintain all student files for programs within the department.
• Purchase supplies for the department and individual programs as needed. Manage the department purchasing card, including reconciling charges and submitting purchasing statements. Prepare purchase requisitions and check requests as necessary.
• Use EMS system software and coordinate with the Central Scheduling office for reservation requests for faculty, students, departmental, and special events. Coordinate, and participate in, recruitment efforts for programs within the department.
• Update department web pages, department announcement boards, classroom schedules, and faculty office schedules; assist in designing flyers, brochures, and other materials for the department and its programs.
• Facilitate daily classroom checks to ensure the equipment is turned off; maintain cleanliness and organization of applicable work area, break, and storage rooms within the Taylor Health Sciences building.
• Coordinate clinical compliance with each program within the department, as well as coordinate meeting efforts (scheduling and minute taking) for program advisory meetings.
• Support program directors by coordinating program applications, processing admissions documents, and maintaining communication with prospective students as needed.
• Perform other duties as assigned.

• High school diploma/GED, with some college coursework and/or post-secondary certificate required;
  Associates or Bachelor's degree preferred.
• Two years' office experience required; experience working in higher education or with health science programs preferred.
• Ability to establish and maintain effective working relations with staff, faculty, students, and community members.
• Ability to communicate effectively, both orally and in writing.
• Good working knowledge of financial recordkeeping and administrative support procedures.
• Ability to organize, prioritize, and coordinate multiple tasks simultaneously with faculty, staff, and students, while remaining flexible, proactive, resourceful, and efficient with a high level of professionalism and confidentiality.
• Knowledge of professional office practices, procedures, and equipment including office machines, inventory, and ordering supplies.
• Good working knowledge of computer software such as Word, PowerPoint, Excel, Desktop Publishing, Internet, basic website design/maintenance, and email; knowledge of University operating systems such as Banner, Argos, EMS software, etc. is preferred.
• Ability to appropriately represent the University and department in exercising good human relation skills.