| Position Description: | This posting is for current OPTA union members employed at WCC for a minimum of 9 months.
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Position Summary: The Allied Health Department Secretary will provide secretarial support to the Department Chair, Program Directors and faculty in each of the program areas as well as performing administrative tasks and records maintenance for the college and dental clinic patients. Although this position reports to the Dean of Health Sciences, the day-to-day functions and priorities will come through the Allied Health Department Chair.
Essential Duties include: - Answer the telephone, provide information, take messages, and/or direct calls to appropriate personnel; greet, respond to inquiries regarding departmental matters, triage all incoming communications appropriately. Monitor all Allied Health general email accounts and triage information appropriately.
- Prepare outgoing mail; pick-up and distribute incoming mail to appropriate personnel.
- Perform secretarial duties to include filing, data entry, typing letters, meeting minutes, reports, memoranda, course syllabi, examinations and proofreading all work to ensure accuracy. Maintain strong knowledge of all Microsoft Office programs.
- Assist in the preparation and analysis of reports as requested.
- Update departmental social media page communications and information as needed
- Copy and collate documents as needed.
- Assist with work orders, purchase orders, supply requisitions, conference travel requests; invoices; order office supplies as requested.
- Assist with scheduling and organizing various department and program events including Advisory Committee Meetings, program orientations, student recruitment activities, extra-curricular activities, and the program accreditation process.
- ·Utilize artificial intelligence (AI)-enabled tools and software to support administrative operations, including drafting correspondence, organizing information, scheduling, data entry, document preparation, meeting summaries, workflow efficiency, and other responsibilities, while ensuring accuracy, confidentiality, and compliance with institutional policies, procedures, and applicable regulations.
- Perform other duties as assigned.
- Regular attendance on campus is required for this position.
Dental Clinic and Student Support: - Maintain and update external contracts for student clinical and practicum experiences.
- Assist with confirming student clinical placement and processing documentation for clinical rotations.
- Maintain student and clinical compliance with vaccine requirements as required by the State of Michigan.
- Communicate with all department clinical coordinators regarding clinical facilities that may have contracts with student requirements beyond the State of Michigan guidelines. Align internal policies to align with state requirements and update internal forms as necessary.
- Oversee administration of ViewPoint Screening (Health Documents Portal) for all Allied Health programs (DEN, MED, RAD, MRI, CT, MAM, PTA, SUR, and SP) and maintain updated information for student communication and records.
- Maintain up to date knowledge of vaccination schedules as recommended by the CDC and State of Michigan immunization recommendations.
- Maintain student CPR certification files and communicate with students and faculty as necessary regarding any compliance issues.
- Handle sensitive personal information protected by FERPA; must have the aptitude to handle confidential and sensitive materials and knowledge of FERPA.
- Provide support to the dental clinic by maintaining clinic documents, assisting with scheduling and confirming of dental patient appointments and scheduling of ADAEP workshops.
- Assist with set up Dental Clinic software (Eaglesoft) to update the dental clinic to be paperless. Manage appointment reminder software and sending e-reminders.
- Responsible for dental clinic internal accounting. This includes reconciling transactions to verify weekly cash/check deposits and working directly with WCC Cashier office.
- Oversee evaluation process by assisting in creation, administration, and collection of dental clinic patient surveys, dental student surveys, program exit surveys, graduate surveys, clinical facility surveys, and other surveys and data as needed.
- Maintain patient records in the dental clinic and submit and receive patient records from outside dental facilities through dental software while maintaining HIPAA compliance.
Project Support: - Perform general word processing support for department.
- Collect background information in relation to a variety of projects and initiates preliminary reports to assist the Dean of Health Sciences and Department Chairs in decision-making.
- Collect statistics and drafts reports (i.e., Annual Report, etc.) for external agencies, as well as internal documents (i.e. Program Assessment Reports).
- Complete paperwork for verification of certificates of completion and other documents required by the Michigan Board of Nursing and Accreditation Commission for Education Nursing (ACEN).
- Perform quarterly website checks to ensure that all program information is accurate, clear and current and update as needed at the direction of the Dean of Health Sciences and Department Chair.
Budget Support: - Input all requisitions and blanket purchase orders for all Allied Health Department programs (MED, DEN, RAD, SUR, PTA).
- Obtain quotes, prices, discounts, and review item substitutions on purchase orders as needed. Monitor and follow up on all open purchase orders and invoices to ensure items are received and have been paid.
- Perform necessary duties associated with daily operational departmental budget processes including budget adjustments, proper submission, seeking quotes and sole source justification letters, ensuring all college budget and purchasing policies and procedures are maintained.
- Provide budget-related background and research data to the Department Chair and assists with report preparation, assisting with the annual Operational Financial Planning process and following up with budget transaction requests.
Accreditation Support: - Provide assistance with the program accreditation process including collecting and organizing data to support accreditation, assist with the preparation of annual reports, and assist in organizing and scheduling agency visits.
Hours/Schedule: - Monday – Friday 8:00am-5:00pm with occasional evenings (nursing program events, orientations, etc.)
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| Minimum Qualifications: | Minimum Required Knowledge, Skills and Abilities: - High School Diploma or GED, and thirty (30) credit hours in related coursework and four (4) years relevant work experience OR the equivalent combination of education and work experience.
- Excellent interpersonal, communication and customer service skills.
- Computer experience that reflects some analytical skill and ability to understand how systems interface, including proficiency in word processing and spreadsheet skills (i.e., Microsoft Office suite including Word, Excel, Publisher, Google products including Google docs, forms).
- Demonstrated ability to organize workflow and anticipate program requirements.
- Demonstrated ability to appropriately handle confidential information.
- Self-motivation and the ability to take initiative when appropriate.
- Task-oriented and excellence in working with detailed information.
- Demonstrated ability to organize and prioritize work responsibilities, both independently and in a team environment.
- Interest in working in a busy department with highly motivated faculty and staff.
- Demonstrated ability to use standard office technology and emerging AI-supported productivity tools in a professional environment for drafting correspondence, meeting summaries, scheduling, note organization and other administrative related tasks. Ability to evaluate AI-generated content for accuracy, maintain confidentiality, and apply sound judgment and ethical practices in the use of AI technologies.
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