Administrative Office Associate I - Workforce Solutions & Continuing Education (Allied Health) at InsideHigherEd

SUMMARY STATEMENTThe Administrative Office Associate I provides support to the Allied Health area of Workforce Solutions and Continuing Education (WSCE).ORGANIZATIONAL RELATIONSHIPSA. The Administrative Office Associate I reports directly to and is responsible to the Allied Health Program Manager B. This position coordinates closely with WSCE program managers and support staff, as well as staff in other divisions, including: Digital Services, IT, Enrollment Management and Registration, Public Relations and Marketing, Food Services, and academic departments. C. This position works closely with the WSCE Coordinators and Adjunct Faculty. ESSENTIAL DUTIESProvides program support including:1. Provides technical, operations, and specialized administrative assistance to programs areas, projects, and office duties as assigned. May include working with supporting software such as Camp Docs, Salesforce or other databases (softdocs, informer, and datatel). Pull student records and information. 2. Assists in answering questions from the public in a helpful, professional manner about related program areas. Advising Students in Allied Health Programs such as CNA/GNA, Phlebotomy, Medical Assisting, Massage Therapy and other similar healthcare courses. 3. Assists with schedule production as directed by Program Manager to ensure all information is accurate; paying specific attention to the date, time, and location of courses. Communicate with Instructors to ensure they are available to teach courses. 4. Works with instructors and program manager to identify course completers in Datatel system. Enters grades and provides certificates to completers in a timely fashion. 5. Performs a variety of assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards within a specific time frame for the preparation and coordination of area programming such as organizing supplies in lab spaces and preparing materials and instructional devices for students and instructors before classes. 6. Provides support and assistance in recruitment and onboarding of instructors 7. Provides administrative oversight for a variety of assigned open enrollment and contract training courses, including course outlines, book orders through campus store and other vendors, daily schedule, attendance rosters, auditing files, and scheduling 8. Runs reports from various systems, including Datatel and Informer; manipulates and interprets data in Excel. 9. Submits required documentation to regulatory agencies such as the Maryland Board of Nursing 10. Provides support to program manager in the preparation for and facilitation of special events, contract training, courses, seminars, and conferences. 11. Provides general office support with ordering of supplies, processing purchase orders and check requests, and organizing and sorting mail. 12. Be able to adapt to sudden changes and possess skills in multitasking. 13. Review and process Allied Health Student Application and organize them in spreadsheet. 14. Take notes at advisory meetings. 15. Other duties as assigned. EDUCATION AND EXPERIENCEAssociate Degree preferred or the willingness to work towards obtaining a degree if hired. Minimum of 2 years experience in an administrative office setting. Familiarity with healthcare is preferred.· Proven success as a flexible, positive, team player with the ability to work within a fast paced, multi-task project-oriented environment.· Excellent data entry, record keeping, organizational methods, and writing skills; with an emphasis on accuracy and attention to detail.· Ability to take the initiative with project and support assignments.· Proven collaborative project completion in a previous work setting. · Proficiency in Windows environment including: Word, Excel, and Access. · Proficiency in turn key data systems· Ability to establish excellent professional working relationships with staff, students, and customers. · Ability to maintain confidentiality. · Ability to listen actively and demonstrate an understanding of written instructions. · Ability to shift quickly between several tasks without loss of continuity. · Ability to establish and maintain effective working relationships. · Excellent customer service skills and the ability and desire to assist instructors and supervisors to achieve success. · Driver’s license is required. WORKING ENVIRONMENTTeam driven, office environment of professional character, competence and collaboration. Normal open office environment. Deadline driven in terms of data entry, problem solving, project analysis and completion.