Administrative Assistant 2, Medical Imaging (3133)

Idaho State University•Pocatello, ID

8d•Onsite

About The Position

Idaho State University (ISU) is seeking an Administrative Assistant 2 for the Medical Imaging department, specifically supporting the Radiographic Science (RS) and Diagnostic Medical Sonography (DMS) programs. This role is crucial for providing comprehensive administrative and programmatic support to students, faculty, program operations, and clinical partnerships. The successful candidate will manage complex administrative tasks including student records, program accreditation, communications, public relations, recruitment and admissions coordination, scheduling, purchasing, and financial tracking. This position is not eligible for new visa sponsorship, but candidates with existing U.S. work authorization may be considered.

Requirements

Good knowledge of office support functions including word processing, filing, composing a variety of business documents and reception.
Good knowledge of researching, compiling, and summarizing data for reports.
Experience interpreting, applying, and explaining complex information such as regulations, policies or services.
Experience independently solving problems/performing liaison activities in a work setting.
Experience coordinating activities requiring complex arrangements.

Nice To Haves

Some knowledge of financial record keeping.
Some knowledge of supervisory practices.
Good knowledge of legal terminology.
Good knowledge of investigative procedures.
Experience in Public Relations.
Experience using dictation/transcription equipment & taking minutes.

Responsibilities

Initiate, maintain, and safeguard detailed records for students, faculty, and alumni in compliance with ISU, HIPAA, and FERPA standards.
Coordinate onboarding for new student cohorts including application tracking, interview scheduling, background checks, immunization records, and clinical documentation via platforms such as Trajecsys, Certiphi, and My Clinical Exchange.
Serve as a first-line advisor for prospective RS/DMS students, providing program information, leading campus and clinic tours, and representing the programs at advising and recruitment events.
Assist with faculty support needs such as classroom scheduling, proctoring, IT coordination, and canvas course development.
Serve as the primary course scheduler for RS/DMS programs each semester.
Manage day-to-day office operations and implement ISU policies and procedures.
Assist in coordination and tracking of program-related inventory and purchasing.
Handle inquiries (phone, email, in-person) and maintain timely, professional communication with faculty, students, and external stakeholders.
Organize program events including student orientation, graduation receptions, and community outreach.
Develop and maintain RS/DMS website and communication materials, ensuring alignment with university branding standards.
Manage affiliation agreements with external clinical sites across Idaho.
Assist in compiling and maintaining accreditation documents, reports, and data sets for the Joint Review Committee on Education in Radiologic Technology (JRCERT) and other bodies.
Coordinate purchases, travel arrangements, reimbursements, and monthly budget reconciliation for the RS/DMS programs.
Assist with adjunct contracts, hiring documentation, and onboarding for part-time and temporary employees.