Allied Health Program Assistant

SCOPE OF WORK: To perform duties relevant to the enrollment processes and acceptance of prospective students into RVCC Allied Health Programs and provide post admission support to students and AH Faculty. This position shall report to the Department Chair of Allied Health at River Valley Community College.

ACCOUNTABILITIES:

• Responsible for recruiting activities including developing and generating various activities and College sponsored recruitment events to attract students, educate the public, and support the College’s Allied Health enrollment and admissions goals with a focus on both traditional students and adult markets such as: incumbent workers, underemployed, unemployed, and non-traditional; informs current and potential students, families and the community about student services and application process through open houses, express admissions events, information sessions, student orientation, etc.
• Interacts and communicates with prospective students, faculty/staff, students, clinical sites and the public using a student centered and user-friendly approach.
• Maintains current knowledge of student and academic programs, guidelines, policies, and procedures.
• Assists in the preparation and/or revision of informational and promotional materials, forms and contracts.
• Responds to inquiries from potential applicants, current applicants, and public inquiries, in person, via phone, or by electronic means; and prepares weekly reports based upon recruitment activities and schedules activities a month in advance.
• Develops and maintains information files on prospective and current students and admissions data; tracks and follows up on these as necessary.
• Processes student admission applications.
• Utilizes various software and databases including but not limited to Banner, MS Office, and other private software; coordinates the electronic processing of recruitment and enrollment activities and information.
• Assists in the development of admissions policies, procedures, and forms to improve students service and office efficiency.

• Provides administrative and clerical support for admission and clinical clearance activities, including but not limited to preparing correspondence and documentation, receiving, and distributing mail, scheduling interviews, preparing orientation materials, maintaining records utilizing 3rd party platforms (e.g., Castle Branch). Obtains updates and manages contracts for clinical rotation agencies. Acts as liaison between clinical agencies and the departments in providing student information on an as-needed basis conforming to HIPAA and agency requirements.
• Coordinates the TEAS process.
• Assists with the formatting, developing, and compiling documents for program accreditation.
• Serves on college committees as assigned.
• Develops, reviews, and updates the departments’ public information materials using both electronic and print media
• Ensures a high level of confidentiality and security of information related to student and faculty records as maintained by the department.
• Complies with all System, College, State and Federal rules and regulations.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS:
Education: Associate degree from a recognized college or university with a major study in counseling, education, liberal arts, general studies, or a related field. Each additional year of approved formal education may be substituted for one year of required work experience.

Experience: Three years of experience in a responsible clerical or technical support position within an educational setting, with responsibility for providing program information to others. Each additional year of approved work experience may be substituted for one year of required formal education.

License/Certification: Valid Driver’s License or access to transportation required.

DESIRED QUALIFICATIONS: Strong organizational, written, and oral communication skills and an ability to work effectively with individuals of diverse cultures. A working knowledge of college or university operations and programs. Ability to work autonomously and a history of innovation. Working knowledge and experience with the Microsoft Office Suite (including Word, Excel, PowerPoint, Publisher, Outlook, and Access); student information systems and/or learning management systems. Knowledge of medical terminology a plus.

RECOMMENDED WORK TRAITS: Knowledge of the organization and operations of the departments or agency section in which position is assigned. General knowledge of current literature in specialized field of work. Knowledge of modern office practices, procedures and equipment. Knowledge of English, spelling and arithmetic. Knowledge of the procedures and practices involved in interviewing. Knowledge of office record keeping and reporting. Knowledge of the regulations pertaining to departmental programs. Some knowledge of the principles and practices of public administration. Ability to gather, assemble, correlate and analyze facts and identify existing or potential problems. Ability to contribute to the development of sound operational procedures. Ability to make sound judgment in appraising situations and making routine decisions. Ability to follow specific instructions in gathering facts, data or resources in organizing required information. Ability to make decisions based upon fact-finding interviews within the parameters of the rules and policies of the agency. Ability to meet with clients and explain programs sponsored by the department or agency in which the position is located. Ability to present ideas clearly and effectively. Ability to establish and maintain effective working relationships with other employees and the general public. Must be willing to maintain appearance appropriate to assigned duties and responsibilities as determined by the agency appointing authority.

DISCLAIMER STATEMENT: The supplemental job description lists typical examples of work and is not intended to include every job duty and responsibility specific to a position. An employee may be required to perform other related duties not listed on the supplemental job description provided that such duties are characteristic of that classification.