Administrative Specialist - Health Professions/Career Programs

Job Description

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Application Instructions

Send a cover letter, resume and three (3) professional references from past supervisors, to resumes@racc.edu

Please indicate the job code AA-ASHPCP in the subject line of your email.

After sending in your documents, please fill out the online Job Applicant Identifier form. RACC is an equal opportunity employer. In compliance with government regulations we are required to record numbers of job applicants by sex and ethnic category. We ask that you indicate your race or national origin and sex, but you are not required to provide this information. This information will not be kept with your application and will be used only in accordance with state and federal regulations.

Background Check

A background check is not required for this position.

Job Details

Title: Administrative Specialist - Health Professions/Career Programs Announce date:

04/05/2024

Apply by date:

April 19, 2024

Application status:

Position Filled

Position type: Full-time Salary:

$33,400 per year

Working Hours:

Working hours consist of 37.5 hours per week (7.5 hours per day exclusive of a 1/2 or 1 hour lunch), between the hours of 7:30 AM and 5:00 PM. Specific work hours to be agreed upon by the supervisor and employee prior to the onset of employment. Hours will be reviewed each term and changes to the schedule will be agreed upon between the supervisor and the employee.

Summary:

Provides administrative and secretarial support for the Dean of Health Professions and performs activities related to the functions of the assigned division. Schedules appointments, gives information to callers, and otherwise relieves officials of clerical work and minor administrative and business details by performing the following duties:

Essential Duties and Responsibilities for all Division/Program Administrative Specialists include the following:

• Perform essential Program tasks as required in the College's Enterprise Resource Planning (ERP) software, including but not limited to creating course sections, updating course/semester information, and ensuring accuracy of data records.

• Assist and respond to general public and student inquiries, including walk-ins, mail-ins, and phone-ins.

• Create and maintain administrative spreadsheets regarding efficiency and division productivity.

• Provide administrative support for advising and graduation audits as directed by the Dean of Health Professions.

• Function as a primary contact between the Program, its faculty, and other administrative offices and external organizations.

• Assist in the implementation of training for all Program adjuncts and orienting new adjuncts to College policies and procedures, ensuring that all relevant paperwork is complete for new hires.

• Prepare and submit payroll spreadsheets for full-time and adjunct faculty.

• Maintain accurate records, including transcripts and applications, for all Program Faculty.

• Take and transcribe minutes for meetings as required.

• Report student and faculty concerns to the Dean of Health Professions.

• Collect and maintain all Division syllabi by semesters.

• Create purchase requisitions and monitors Division budget and expenditures.

• Maintain business relationship with publishing Sales Representatives. Order, track shipments and distribute textbooks to full time faculty and adjuncts.

• Manage confidential and sensitive information, such as payroll, faculty evaluation, and test security, in an ethical and professional manner.

• Support and disseminate relevant College policies as needed.

• Maintain an accurate inventory of all Division supplies and ensures supplies are distributed as needed.

• Ensure Division files are maintained according to College policy.

• Keep the Dean of Health Professions apprised of due dates and other office policies and procedures as appropriate.

• Track class cancellations and ensures the timely notification of College personnel as appropriate.

• Track Division assessment and Program review activities and collects relevant data as needed.

• Other related duties as assigned by supervisor.

Additional Essential Duties and Responsibilities specific to Health Professions Program to include:

22. Confirm students' submission of all necessary medical and personal documents (immunizations, background checks, certifications etc.). Follow up with students as needed regarding completion of requirements. Track expiration dates and collect updated forms from students throughout the Division.

23. Track student assignments, exam, and final grades from beginning of the program through the end of the program to help predict licensure success.

24. Aid in assembling and categorizing facts and figures for written computation and calculations to formulate data reports for program evaluation and accreditation purposes. This includes, but is not limited to, collecting and compiling several years of student, faculty, and program data as requested.

25. Track graduate and employer satisfaction surveys. Assist in the creation of processes to improve the distribution and quantity of survey responses.

26. Assist with special projects that may include research and maintaining files for accreditation reviews; may assist with providing direction to student workers.

27. Access confidential student information, such as clearance and medical history, to prepare reports on an ongoing basis to support the needs of the campus/department in placing students at multiple clinical sites. Send necessary documentation to clinical sites as needed.

28. Maintain student records to track student progress throughout the program; correspond with students to send acceptance/denial letters, coordinate orientation, set up advising appointments, and any other meetings/special events.

29. Assist with the process of student admission into the clinical phase of the program as requested; assist with the creation of an online clinical application and a plan for the processing of applications.

30. Ensure textbooks are available for faculty/students; oversees inventory and upkeep of instructional equipment; coordinates supply orders in order to maintain necessary office supplies; may transfer accounting funds.

31. Coordinate faculty onboarding with Payroll and Human Resources. Coordinates faculty onboarding, which includes orientation and the collection of background checks, child abuse screening, FBI clearance, orientation checklist, payroll forms, transcripts, etc.

Secondary Duties and Responsibilities:

• Collect data from internal and external sources for health professions programs regarding the selective admissions criteria.

• Ensure that all data is accurate and properly organized.

• Track and maintain selection admission lists.

• Collaborate with other campus areas to support the selective admission process.

• Follow-up on missing or deficient information.

• Relay and discuss status of data for petitioning.

• Review transcripts with respect to program requisites.

• Create and maintain manual and computerized records; establishes and maintains logs, filing, and recordkeeping systems and ensures that all records are complete, accurate and up-to-date; performs data entry and maintains various computer databases; performs routine analysis and calculations in the processing of data for recurring internal reports.

• Generate and mail all acceptance communications related to acceptance into the clinical program.

• Create reports and provide periodic outcomes.

• Provide weekly report on status of student petitioning documents.

• Enter data into document collection software e.g. CastleBranch,

• Assist with monitoring document entry into CastleBranch,

• Reviews submitted documents are submitted as required

• Guide students through document submission as needed

• Collect student information for program entry outside of CastleBranch and monitors document completion.

• Update spreadsheet(s) related to student inquiries and staff/faculty response

• Proctor assessment testing as requested

• Enter STARK notes regarding student communication

• Communicate to student/faculty/staff regarding missing data and documents. Ensure communication plan follow-through.

• Maintain appropriate documentation of all student contacts.

• Maintain positive and productive working relationships with all program administrators, staff, and faculty to ensure that students receive accurate and reliable information.

Supervisory Responsibilities:

This job has no supervisor responsibilities.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

Required:

• Associates Degree in relevant field or equivalent college work with a minimum of two (2) years of professional clerical/administrative assistant work experience required. Individuals without the above college requirements must have a high school diploma and five (5) years of related full-time professional experience.

• Must possess advanced computer skills and be proficient with standard office equipment. Should possess knowledge of Internet software browsers.

Preferred:

• Bilingual: English/Spanish

• Experience with Ellucian Colleague

Other Skills and Abilities:

• High degree of concentration required at or above normal levels and ability to meet critical deadlines.

• Requires moderate supervision and ability to be self-directed.

• Excellent interpersonal and communication skills. Interact and communicate diplomatically with the Dean of Health Professions, Associate Dean of Health Professions/Director of Nursing, full-time faculty, adjunct faculty, staff, key personnel in other areas/departments, students and members of the general public.

• Ability to coordinate projects of moderate to complex difficulty in a multi-tasking environment with attention to detail and accuracy.

• Highly organized.

• Must be able to maintain confidentiality between and among students, faculty, and staff regarding division and College operations pursuant to RACC Board of Trustees policies and state/federal law.

Computer Skills:

Mastery of Microsoft Office Suite: Word, Excel, Access, PowerPoint, and so on.

Communication Skills:

Ability to read and comprehend instructions, short correspondence, and memos. Ability to write correspondence. Ability to effectively present information in one-on-one and small group situations to students, faculty, staff and the public.

Mathematical Skills:

Requires basic mathematical skills.

Reasoning Ability:

Ability to apply common sense understanding to carry out detailed written or oral instructions. Ability to deal with problems involving multiple variables in standardized situations.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand, to sit and to reach with hands and arms. The employee is occasionally required to walk and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.