Serve as the primary point of contact for the Allied Health programs, greeting visitors, students, and employees, and providing professional customer service through in-person and phone interactions, message management, and timely response to inquiries and urgent student needs.
Fulfill secretarial and clerical needs primarily for the Allied Health Program Directors and Faculty, while providing support to the Dean of Nursing & Allied Health as needed
Perform general clerical duties including organizing, filing, shredding/purging, and photocopying for Allied Health Program Directors and Faculty
Prepare and maintain student records and correspondence of a highly confidential nature
Assist with marketing efforts, correspondence, and recruitment for Allied Health programs, including active participation in recruitment events and initiatives as directed by Program Directors.
Create and update all departmental forms.
Prepare minutes, reports, statistical data, and other materials pertaining to the Allied Health programs and the Dean of Nursing & Allied Health as directed.
Receive and manage incoming telephone calls, responding or forwarding with appropriate notations to the corresponding office or individual. Respond to voicemail and email messages and send and receive faxes as needed.
Manage distribution of all incoming and outgoing mail, including shipment requests; screen and respond as necessary. Assemble attachments and corresponding materials including bulk mail. Review outgoing material for completeness, dates, and signatures.
Assist with preparation for accreditation processes and state and national association meetings.
Prepare purchase order requests, payments, work orders, supply requisitions, travel authorizations, and follow up for assigned area.
Assist with Advisory Council committees for the Health Information Technology, Medical Imaging, and Speech Language Pathology Assistant programs. Schedule appointments and meetings, distribute meeting notices, arrange for catering services, keep attendance, and take minutes.
Assist Allied Health Program Directors and Faculty with office equipment, including computer hardware and software, printer issues, classroom technology, and miscellaneous questions and concerns.
Support prospective students throughout the admissions process by distributing applications, providing instructions for proper completion of applications and required forms, and troubleshooting application questions. Collaborate with Program Directors to review completed applications for accuracy and completeness in support of the admissions process.
Collect, track, and maintain confidential student files related to clinical clearance requirements, including medical records, drug screenings, CPR certifications, and background checks, ensuring all documentation is current and complete prior to clinical placement.
Maintain and update the student database and all current and past confidential student files and records, including medical records, certifications, mailing and contact information, and student descriptions. Manage and monitor database records specific to clinical site requirements, proactively contacting students regarding any missing, incomplete, or expired documentation, ensuring the confidentiality and security of all student records.
Train and supervise work study and student worker personnel within the Allied Health programs.
Maintain supplies by monitoring inventory levels, anticipating requirements, placing and expediting orders, verifying receipt, stocking items, and delivering supplies to workstations.
Monitor office and classroom equipment operation, reporting maintenance needs, malfunctions, or repair requirements to the appropriate department or personnel in a timely manner.
Coordinate and assist with the planning and implementation of Allied Health program-specific events and ceremonies, ensuring all details are managed effectively and in alignment with program needs and expectations.
Assist with the planning and implementation of events held in the Mary Miller Complex in collaboration with other staff, supporting coordination and execution as needed.
Assist with activities related to safety and security in the Mary Miller Complex.
Manage laundry responsibilities for the Sonography and Echocardiography and Radiologic Technology programs, including retrieving, washing, drying, folding, and putting away program laundry two to three times weekly and on an as-needed basis to support program operations. Provide laundry support for the Nursing and CNA programs as needed.
Support Program Directors in the procurement and collection of assessment data, including the creation, distribution, and management of surveys and forms utilizing JotForm or other designated data collection platforms and methods as needed.
Pursue ongoing professional development by participating in relevant educational opportunities, training, and activities that support job performance and growth within the role.
Perform assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards in a safe manner and with minimal supervision, including other duties and responsibilities as assigned.
