Administrative Assistant - Health I (Limited Term Employment)
Fox Valley Technical College
Job Category
Limited Term Support Staff - Less than 6 months (Fixed Term)
FVTC Worksite
Appleton Main Campus
Hourly Rate
$18.22
Hours Per Week
40
Job Description Summary
This position performs program administrative support duties in the Health Division. Works with and supports deans, managers, instructors, adjunct faculty, and other outreach course faculty. This position assists in program operations requiring a high degree of independent judgment, knowledge of college policies, operating procedures and practices requiring responsibility, initiative, and decision-making skills. Confidentiality is mandatory.
Position hours are generally 8:00-4:30 M-F with limited flexibility and limited remote work capacity. Employment contract date will be from 07/08/24 - 11/29/24.
Job Description
ESSENTIAL JOB FUNCTIONS
Primary contact for providing pertinent program, certificate, and class information to all internal/external customers, and makes appropriate referrals to FVTC resources so customer educational needs are met. Primary contact for several health programs.
Maintains division and departmental databases/files for health programs using databases and spreadsheets. Ensures that records are kept confidential and are compliant with federal, state and local regulations. Works closely with Health Services, Regional staff, faculty, and students to ensure records are accurate and complete. Maintain database of pertinent student and faculty contact information.
Where applicable, serve as primary contact and schedule appointments for clinics. Maintain and track confidential patient electronic health records. Understand and practice HIPPA requirements.
Provide administrative support for faculty and staff.
Working with the manager/department chair, assist in the development of, updates, and maintenance department/program learning management (BlackBoard) and web pages.
Coordinate, prepare, and distribute agenda materials for department meetings and advisory meetings. Maintain files and ongoing communication with new and existing members. Serve as primary point of contact. Record and distribute minutes and maintain program files.
Working with the Academic Operations Specialist (AOS), arrange for conference rooms, facilities, audiovisual materials, materials/supplies, food and refreshments for workshops and department meetings.
Working with department chairs and program managers, update, process, and distribute yearly updates to program and faculty handbooks.
Develop, edit & distribute correspondence, brochures, test banks, data base files, reports, minutes, certificates, and instructional materials.
Create & process program purchase requisitions. Track, inventory, and prepare supplies for transport.
Monitor health course and seminar enrollments.
Assist with work orders, set-ups, on-site registrations, and hospitality for special programs.
Assist with accreditation processes as needed and directed.
Responsible for notifying instructors and students of class cancellations, room changes, start date changes, new section availability, etc.
Provide administrative assistant support in preparing contracts meeting district and state guidelines.
Collect and deliver mail.
SECONDARY JOB FUNCTIONS
Work as a team to ensure continued service in the absence of other division administrative support personnel.
Maintain a general informational understanding of all other division associate degrees and certificate programs.
QUALIFICATIONS, TRAINING, AND EXPERIENCE
Associate Degree in Administrative Assistant or related area, AND
Two years of related office experience.
Experience working with and maintaining electronic health care records is required.
Understanding and practice of HIPPA regulations is required.
Advanced skills in Microsoft Office, BlackBoard, PeopleSoft and Web-Page Development preferred, OR
An equivalent combination of related education, training, and experience.
ESSENTIAL APTITUDES, SKILLS, KNOWLEDGE, AND PERSONAL CHARACTERISTICS
Demonstrate ethical conduct in all aspects of the work environment.
Exceptional customer service skills and the ability to maintain an excellent working relationship with internal and external customers.
Excellent oral and written communications skills, as well as good listening skills.
Ability to identify needed action without continual direction.
Excellent organizational skills and ability to work under pressure.
Neatness in work and appearance.
Demonstrate a positive attitude, maturity, initiative and integrity with a professional image contributing to the success of the college.
Work effectively in a team environment.
Ability to work with diverse student, staff, and community populations.
Accept responsibility for professional growth.
Dependable, punctual, and commitment to following through on tasks.
Flexibility in work schedule is required.
Ability to maintain confidentiality and professionalism.
Additional Information
FVTC strongly and actively strives to increase diversity and provide equal opportunity within its community. FVTC does not discriminate against persons based on age, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, height, marital status, national origin, political persuasion, pregnancy, childbirth or related medical conditions, race, religion, sex, sexual orientation, transgender status, veteran status, weight or any other protected class.