Program Assistant, Healthcare Programs and Technologies

Caldwell Community College & Technical Institute   Hudson, NC   Full-time     Administration / Clerical
Posted on May 31, 2024
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The Program Assistant, Healthcare Programs and Technologies performs a wide variety of generalized administrative office duties; completes critical processes within the college’s various educational database systems; provides information and assistance to prospective and current students, faculty and staff; and presents a positive image of the College by exhibiting excellent customer service. Additionally, the Program Assistant, Healthcare Programs and Technologies must demonstrate an ability to interact with diverse individuals to handle various multifaceted situations positively. Furthermore, this position assists with creating and implementing strategies to improve the internal processes in the assigned area, ensuring college compliance set forth by state and federal regulation and reporting requirements. The Program Assistant, Healthcare Programs and Technologies cultivates and maintains good relationships with various departments within the institution; performs related assignments that require various technical duties.

Essential Duties:

  1. Oversees the maintenance of various confidential files, records and correspondence related to the specific area of assignment for compliance review.
  2. Assists in resolving data issues in college information systems by collaborating with relevant college faculty, staff, and administrators.
  3. Attends meetings and other activities, as requested, to take notes and prepare minutes as required; organizes and archives meeting minutes.
  4. Prepares, proofs and distributes various documents and reports. Ensures accuracy in all records and documentation.
  5. Orders and sustains adequate supplies for division; Generates purchase orders in eProcurement; and assists with inventory.
  6. Assists in the implementation of standardized processes to help departments with accountability and to increase efficiencies.
  7. Supports the College’s mission, vision, and core values by adhering to all policies and procedures.


Department Specific Duties:

  1. Coordinates internal schedules, including daily appointments and business obligations; coordinates external scheduling of the department's buildings and rooms.
  2. Arranges meetings, including travel arrangements, communications, and related documents.
  3. Manages and submits Professional Service Agreements (PSA's) for the department.  
  4. Coordinates and performs daily activities pertaining to purchasing; including but not limited to, requisitions and budget transfers. 
  5. Coordinates all events in the department, including pinning ceremonies, graduation, orientations, job fairs, and advisory boards.
  6. Oversees all business processes and communication for the Dean, Healthcare Programs and Technologies.
  7. Greets visitors and provides directions and/or assistance, as needed; answers and directs phone calls, and refer calls to the appropriate employee or program.


Marginal Functions: 

  1. Aids in the development of strategies for improving data/information accuracy, documentation, and communication between departments.
  2. Serves on standing and ad hoc committees and focus groups.
  3. Assist with program accreditation, as needed. 
  4. Participates in professional development activities and required employee training.
  5. Completes other duties as assigned.


This position description covers the essential functions and duties associated with this position. The President or appropriate supervisory personnel may assign additional duties. The college reserves the right to alter duties, responsibilities, conditions, working hours, and job title with or without notice.

Experience:  
Three years of prior administrative office experience, with demonstrated proficiency in Microsoft Office, and Adobe is required.

Experience in a community college or higher education environment, with knowledge of data mining, use of database software and/or Colleague, is preferred.

Training:
An Associate Degree in secretarial sciences, office administration, office technology, business administration, or accounting is required.  An Associate Degree in another field, with additional related experience will be considered.