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Inside Higher Ed · 9 hours ago

Administrative Specialist – Health Professions/Career Programs

Reading, PA

Full-time

Onsite

Entry Level

$40K/yr - $40K/yr

2+ years exp

Inside Higher Ed is seeking an Administrative Specialist for Health Professions and Career Programs. This role provides administrative and secretarial support for the Director of Non-Credit Healthcare Programs, handling various tasks including scheduling appointments, managing student records, and assisting with program-related inquiries.

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Responsibilities

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 Director of Non-Credit Healthcare Programs

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

Take and transcribe minutes for meetings as required

Report student and faculty concerns to the Director of Non-Credit Healthcare Programs

Create purchase requisitions and monitors Division budget and expenditures

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 Director of Non-Credit Healthcare Programs apprised of due dates and other office policies and procedures as appropriate

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

Other related duties as assigned by supervisor

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

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

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

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

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

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

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

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

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

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

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, Etrieve

Assist with monitoring document entry into CastleBranch

Ensures 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

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

Coordinate and take the lead on special events such graduation

Qualification

Advanced computer skillsMicrosoft Office SuiteEllucian ColleagueBilingual English/SpanishMathematical skillsInterpersonal skillsCommunication skillsOrganizational skills

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

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

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

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

Requires basic mathematical skills

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