Administrative Assistant I, Health Sciences and Trades

College of Eastern Idaho • Idaho Falls, ID

8d • Onsite

About The Position

The Administrative Assistant I performs a wide variety of administrative support functions across Health Sciences and Trades division programs to facilitate efficient program operations. The position reports to the Health Sciences and Trades Senior Administrative Assistant, collaborates with the Administrative Assistant team, and supports the division's program managers and chairs. The role provides administrative, data, meeting, student, program, and operational support. On-site work is essential, and regular predictable attendance is required. Employees may occasionally work at events and handle tasks outside regular working hours. Employment is contingent upon successful completion of a criminal background investigation and may also require a credit and/or motor vehicle background investigation depending on the position. The incumbent must reside in Idaho; the college currently does not sponsor visas.

Requirements

• At least 1 year of experience as an administrative assistant or in a business office.
• Proficiency in Microsoft Office.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills.
• Ability to multitask and prioritize work.
• Willingness to learn new technologies.
• Must reside in Idaho; the college currently does not sponsor visas.
• Successful completion of a criminal background investigation is required; a credit and/or motor vehicle background investigation may also be required depending on the position.

Nice To Haves

• 2–5 years of experience in an administrative assistant role.
• High proficiency in Excel.
• Healthcare and/or Trades experience.
• Experience working in higher education.
• College degree.
• Working knowledge of FERPA.
• Bilingual in Spanish.

Responsibilities

• Compose letters, correspondence, and memos.
• Compile and analyze information from various sources to prepare reports.
• Create, process, and maintain documents and administrative records.
• Assist in maintaining ADA-compliant documents in alignment with institutional accessibility standards.
• Answer and direct incoming calls, provide accurate information, and route inquiries appropriately.
• Serve as a liaison between division programs and internal and external stakeholders.
• Provide administrative support to faculty and staff as directed.
• Collect, track, and maintain data for assigned programs.
• Support accreditation processes by organizing and maintaining required documentation and records.
• Maintain student records in accordance with institutional guidelines.
• Assist with end-of-year CTE reporting processes, as applicable.
• Schedule and coordinate meetings, conferences, and related logistics.
• Coordinate travel authorizations and arrangements.
• Support logistics for Technical Advisory Committees as needed.
• Assist with planning and hosting division events.
• Assist students with program and application questions.
• Assist with the review and processing of applications for assigned Health Sciences and Trades programs.
• Provide backup administrative support to all programs as needed, including routine MyClinicalExchange tasks under the direction of the Senior Administrative Assistant.
• Assist with purchase requisitions and coordinate with the procurement team.
• Coordinate room scheduling.
• Perform miscellaneous job-related duties as assigned.

Benefits

• Three medical plan options.
• Sick leave with no accrual limit starting day one.
• Vacation leave accrual starting at 15 days per year, with a tiered system; faculty are excluded from vacation leave.
• Retirement savings plans: Fidelity 401(a) for faculty and exempt staff, and the PERSI base plan for non-exempt or vested employees.
• No-cost life insurance coverage for employees and dependents, with an option to add more.
• Tuition fee discounts for qualifying employees and their dependents.
• Local discounts on cell plans, movie tickets, gyms, and more.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed