Administrative Assistant I, Health Sciences
About The Position
Under direct supervision, the Administrative Assistant for Health Sciences provides comprehensive administrative, clerical, and operational support to the Health Sciences division, including faculty, program coordinators, and divisional leadership. This position supports daily operations for multiple health sciences programs by managing communications, maintaining records, coordinating meetings and events, assisting with admissions and student processes, preparing reports and instructional materials, processing purchasing and travel documentation, and ensuring efficient office operations.
Requirements
- Associate’s Degree in Office Administration or related field.
- At least three (3) years of full-time experience in an office or clerical setting OR any equivalent combination of training, education and experience may be considered.
Nice To Haves
- Experience in higher education setting
Responsibilities
- Performs various administrative/clerical duties in support of the health information technology, medical assisting (including training center), respiratory therapy, polysomnography, occupational therapy assistant, and AGE faculty; assists dean and other program faculty as needed.
- Assists in the planning and implementation of health sciences recruiting activities; provides administrative/clerical support to health sciences admissions staff.
- Schedules appointments; schedules and coordinates logistical arrangements for meetings; assists in organizing special events.
- Prepares meeting agendas and records and distributes meeting minutes.
- Sorts and distributes mail as necessary.
- Maintains and organizes files; ensures files are appropriately archived or destroyed as needed.
- Answers telephone calls and provides information to callers, takes messages, or routes call to appropriate individual; places outgoing calls.
- Assists with travel arrangements; prepares and distributes travel petitions and reimbursement documentation.
- Greets visitors, ascertains nature of business, and provides assistance as needed or directs visitors appropriately.
- Prepares and distributes adjunct faculty contracts.
- Provides program information to current and prospective students, parents, college offices, and external agencies.
- Maintains an inventory of office equipment and supplies and ensures all equipment is maintained and serviced properly.
- Assists with the development, revision, and availability of program marketing materials; updates program web pages as needed.
- Assists with health sciences admissions as needed.
- Orders, picks up, and distributes equipment and supplies as approved by the dean; inputs requisitions; reconciles P-card charges, and tracks order status; maintains purchasing documentation.
- Requests clearance for students from hospitals/clinical agencies based on criminal background and drug screen results.
- Assists with verification of student’s health records; scans health records into Etrieve.
- Participates in division and institutional meetings, committees, and other announced activities.
- Attends in-service training and other professional development opportunities, including attendance at off-campus activities, as feasible, to upgrade skills to meet new technological demands and other developments in the administrative field.
- Assumes other necessary responsibilities and performs additional tasks as assigned in meeting the needs of the program(s), division, and college.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
