Administrative Assistant

Administrative Assistant

The Administrative Assistant provides comprehensive administrative and operational support to the Radiologic Technology Program. This role supports program leadership, clinical coordinators, faculty, and students in a fast-paced academic and clinical education environment. The position assists with academic scheduling, student records management, clinical site coordination, and daily administrative operations that ensure smooth delivery of the program's instructional and clinical activities.

Responsibilities include:

Program and Faculty Support

• Provide administrative support to the Program Director, Clinical Coordinators, and faculty.
• Coordinates with Admissions during the Admission Interview season, assigns Admission Interviews to faculty, track result submissions, communicates to new cohort with Program and Orientation information.
• Assists with onboarding process when the Program hires new employees (creates offer letters, submits onboarding forms, requests for access, etc.)
• Assist with tracking faculty teaching loads, schedules, and administrative deadlines.
• Attend Committee meetings and assists in finalizing logistics (Master Calendar Committee, several Event Planning Committees, etc.)
• Coordinate program meetings, take minutes, and maintain meeting records.

Student Support & Academic Administration

• Serve as a first point of contact for students and visitors.
• Assist with student orientation, white coat ceremony, and commencement ceremony.
• Maintain confidential student academic and clinical records in compliance with FERPA and institutional policies.
• Assist with exam preparation, proctoring, and distributing program communications.
• Communicate and coordinate exam schedule for students with special accommodations and proctors their exams/assessments.
• Support student account management across learning platforms.

Clinical Education Coordination

• Support the Clinical Coordinator(s) with scheduling, documentation, and communication with clinical sites.
• Maintain clinical affiliation agreements and site contact information.
• Assist with collecting, tracking, and organizing student immunizations, background checks, health records, and required clinical clearances.

Administrative Operations

• Manage program calendars, room reservation, and event planning (e.g. Advisory Committee meetings, program ceremonies, faculty workshops).
• Process procurement requests, reimbursements, and departmental purchases.
• Maintain inventory of office and lab supplies, instructional equipment, and program materials.
• Submit service requests to campus departments (IT, Facilities, HR, Purchasing, etc.).
• Assist with webpage updates and maintaining accuracy of program materials online.

Perform other duties assigned.

Qualifications include:

High school diploma or equivalent certification.

Job-related experience (preferred), demonstrating the knowledge, skills, and duties required of the position.

Ability to type 50 WPM and to operate standard office equipment (desktop computer, printers, photocopiers, fax, scanner, etc.).

Proficiency in the use of Microsoft Office applications (Word, Excel, PowerPoint, SharePoint) and in basic web-page construction and management.

Experience utilizing common communication technologies and services (email (Outlook), Zoom, including development of list serves, voicemail, phone, and video conferencing. etc.).

Capacity to master the navigation of the university's web page and academic tools such as Canvas and Banner.

CORE COMPETENCIES: identify the behavior an employee is expected to demonstrate.

Excellent verbal, written communication, and interpersonal skills.

Ability to work with diverse populations and personalities.

Ability to effectively comprehend and respond to faculty and student requests in a prompt and professional manner.

Strong problem solving and organizational skills including, managing multiple assignments, prioritizing tasks, setting deadlines, and initiating and completing projects on schedule without close supervision.

Capacity to learn new skills and willingness to accept a wide range of tasks that arise in relation to department activities.

Ability to exercise sound judgment, integrity, and discretion when performing sensitive and confidential administrative duties or handling private documents.

Ability to interact openly and effectively as a member of a team and to work collaboratively and collegially with department faculty and staff and other campus personnel.

Punctual and willing to be flexible with time when periods of concentrated curricular tasks occur or if administrative deadlines must be met.

Strong sense of initiative, dedication, and responsibility. And willingness to take professional pride and ownership in the position.

Salary

Maximum Salary: USD $56,000.00/Yr.

Minimum Salary: USD $45,000.00/Yr.