Program Assistant - Santa Ana, United States - CNI College

Description

***Under the direct supervision of the Director of Surgical Technology Program, the program assistant is responsible for performing administrative functions and tasks of the program. Develop and disseminate documentation necessary for the function of the ST Department. Anticipate program administrative needs and proactively solve issues that arise. Perform special projects and serve as a liaison between the CNI Administration and Instructors. Provide support to accreditation team in program accreditation and licensure requirements to ensure accurate and appropriate documentation and presentation of materials and data. Develop and disseminate documentation of key activities for the Department to ensure appropriate tracking and implementation.


DUTIES AND FUNCTIONS

• Provide support for the ST Program accreditationrelated initiatives.
• Work in partnership with program instructor to support campus administration in monitoring faculty and student engagement.
• Problem solving and managing difficult situations with administrative staff and internal/external customers.
• Participate in department meetings for the ST Program and coordinate with Administration staff and the campus leadership to provide reports and/or information as needed.
• Schedule meetings, manage agenda and minutes, develop reports relevant to the ST program, and manage the implementation of policies for ST Program.
• Adhere to College's policies and procedures and provide leadership to all staff through guidance and example.
• Conduct job responsibilities in accordance with the standards set out in the Code of Ethical Conduct, Corporate Compliance Agreement, its policies and procedures, applicable federal and states laws, and applicable professional standards
• Maintain confidentiality of all customer, student, associate, and/or college information as required.
• Exhibit initiative, enthusiasm, collegiality and teamwork in accomplishing the responsibilities of the position.
• Maintain a tracking system in COMPLIO to maintain faculty position inventory and ensure all faculty files contain current required documents (e.g. signed approval forms, faculty profile reflecting content expertise, clinical competence, current licensure and certification).
• Review COMPLIO to ensure Faculty education files are up to date. Followup with Faculty for missing documents.
• Create new student files and arrange folders in Cabinets for each ST, Faculty.
• Assist new students get oriented to the college and informing them where their classes are and where to go for assistance
• Maintain communication logs pertaining to student issues and present to Director of ST.
• File and retrieve organizational documents, records and reports; ensures proper retention of all program and student records
• Coordinate meetings and inservices, prepare agendas and materials and compile, transcribe and distribute minutes of meetings.
• Coordinate the clinical and laboratory placement of students in conjunction with the Director of ST.
• Prepare responses to correspondence containing routine inquiries (e.g. student absences).
• Establish and maintain positive cooperative relationships with the community and college/school faculty and staff
• Create and modify documents (e.g. reports, memos, letters, etc.) using word processing, spreadsheets, database and other presentation software.
• Prepare programrelated reports and agreements and maintains programrelated records.
• Insure all equipment and supplies are adequate to meet the needs of students, faculty and staff.
• Create all ST Calendars for each new term, Skills and Externship schedule.
• Coordinate the clinical and externship placement of students in conjunction with the program director and provide program support.
• Respond to student inquiries regarding schedules, carpool requests, students on LOA, students changing cohorts, questions about test dates, finals schedule, graduation, orientation and rotations.
• Work with the ST Director on the Faculty Schedule each term.
• Request availability from faculty and identify courses that we still need faculty for.
• Support provost and directors with projects and administrative support.
• Support ST Program Director with clinical requests to students, paperwork, coordination and clinical requirements.
• Manage and track all faculty accounts in COMPLIO and ensure all faculty are in compliance
• Assist new faculty with ADP, COMPLIO and any related training, orientation and guidance on how to use new programs and platforms ( i

e:
Canvas, Zoom, COMPLIO, CANVAS, and ADP)

• Maintain and update ST student files based on ABHES requirement.
• Assisting the director preparing for special project such as: preparing for ABHES audit, CST annual report, Syllabi review and updating of syllabi.
• Proctor any exams for ST if instructor is unavailable or needs an additional faculty member.
• Respond to any student inquiries or requests regarding scheduling, instructors, missing a class,