Health Sciences Support Specialist

• Minimum of two years of administrative or office support experience, preferably in an academic or educational setting.
• American Heart Association CPR/BLS Provider and CPR/BLS Instructor certifications are required within 6 months of hire.

Education and Experience
Preferred

• Experience working in a community college or higher education environment.
• Experience with health science admissions.

The Health Sciences Support Specialist reports to the Dean of Health Sciences and provides admission support to health sciences, CPR oversight, and administrative duties. This role plays a critical part in ensuring the smooth and efficient operation of the department by ensuring students have submitted admissions requirements for health science programs, managing health science admissions, managing CPR compliance with AHA, providing CPR-BLS administrative support and/or teaching a CPR course.

The position will require daily administrative tasks, coordinating communications, supporting faculty and students, and assisting with instructional processes and events.

Essential Duties and Responsibilities

Administrative Support

• Provide administrative and organizational support for assigned curriculum and short-term training programs, across departments.
• Coordinate and schedule meetings, appointments, and events across departments.
• Maintain calendars, prepare meeting agendas, record and distribute meeting minutes.
• Maintain inventory of health science supplies, and order through system processes or use institutional P-card to make payments and purchase instructional materials and supplies when necessary.
• Document course interest inquiries from students and distribute.
• Collect admissions documents and file for short-term courses.
• Calculate and maintain health science admissions processes.
• Ensure program and course documents are up to date, accurate, and accessible, before submitting for external distribution in print and electronic format.

Communication and Customer Service

• Serve as a point of contact to connect students, faculty, staff, and visitors to the appropriate office or individual for assistance.
• Respond to inquiries via phone, email, and in person in a professional and timely manner.
• Facilitate communication between students, academic departments, college offices, and community partnerships as needed.
• Collect and maintain content for the academic and short-term program pages on the website – compile and submit all necessary information to the Dean of Teaching and Learning.
• Communicate with students who are missing admission requirements.

Academic and Program Support

• Assist with course scheduling, room reservations, and faculty assignments.
• Track and collect departmental textbook orders and instructional materials for faculty.
• Track and collect program-specific accreditation requirements, certifications, or compliance needs (as applicable).
• Support the preparation of syllabi, course packets (short-term courses), and other instructional materials.
• Assist dean with performing course readiness checks in the learning management system (LMS).
• Distribute part-time faculty contracts (curriculum and short-term) using an electronic approval and routing process.
• Coordinates and teaches CPR courses as needed for the department.

Data and Records Management

• Maintain accurate records, files, and databases related to course offerings, program operations and enrollment.
• Assist in compiling data and reports for the department.
• Review and process departmental time sheets and part-time faculty contracts.

Event and Project Coordination

• Plan and host program events – including but not limited to advisory board meetings, information sessions, and student recognition events.
• Support special projects, college-wide…