Health Services Program Assistant

Job Type: Staff
Department: Student Health & Wellness
Basic Function:
BASIC FUNCTION
Under the direction of Assistant Director, Clinical Services, performs a wide variety of specialized administrative functions in support of the Health Services Program. Plans, organizes, coordinates, and participates in operations specific to the day-to-day operation of the Health Services Department. Provides support, prepare, and disseminate information concerning Health Services programs and services available; works with independence and confidentiality. Creates a safe and welcoming environment, perform related duties as assigned.
EMPLOYMENT STATUS

• Classified Bargaining Unit
• Classified Salary Schedule Row 10
• Location: Palm Desert Campus
• Schedule: Monday - Friday, 8:00 a.m. - 5:00 p.m.
• Location and schedule may change based on District need

Representative Duties:
REPRESENTATIVE DUTIES
Essential Functions
1. Perform a variety of administrative functions (including taking and transcribing minutes of meetings), involving the use of independent judgment and an understanding of departmental functions and procedures and federal, state, and District guidelines.2. Disseminate information regarding health programs and services in person, by telephone, and through email to students, staff, faculty, administrators, and the public.3. Maintain current knowledge of health programs and services and related software, regulations, procedures, and processes.4. Arrange and schedule a variety of meetings and appointments for students and staff; gather and prepare materials for meetings.5. Create requisitions and maintain records of expenditures; monitor budget expenditures and transfers, and maintain financial records as assigned; maintain current account balances.6. Coordinate departmental work flow and general office operations; order supplies and maintain supply inventory. Obtain necessary supplies for meetings and other activities. Receive, open, and distribute mail; receive visitors, answer telephone calls, and refer to appropriate staff members.7. Research, analyze, and prepare information on a variety of topics for dissemination through various communications while maintaining confidentiality of sensitive departmental information and student records; research, collect information, and input data for federal, state, and local reporting.8. Type a variety of correspondence, memoranda, reports and other materials; assist in the preparation and revision of assigned budgets application and office procedural manual; make travel arrangements.9. Arrange meetings, tables, workshops, and presentations for department staff, students, and other agency collaboratives. Make presentation as assigned.10. Inspect documents, forms and records for accuracy and completeness; processes a variety of forms and documents according to established procedures; ensure conformance to established guidelines and standards.11. Maintain and update webpages; add and/or remove links. Edit content on webpage when changes occur as necessary. Develop print, digital, and electronic promotional and informational media and materials. Ensure accessibility of webpages, media, and materials.12. Operate a variety of office equipment; related software programs, including, but not limited to, Microsoft Office Suite, video meeting/conferencing software, scheduling software, word processing, spreadsheets, and email.13. Establish and maintain cooperative working relationships and good customer service with students, staff, faculty, and the general public.14. Troubleshoot student insurance claims, when claims are brought in by students.15. Monitor medical provider licensing and DEA status and informs the Assistant Director, Clinical Services if expiration is imminent on any medical providers license.
Other Functions:
16. Develop, revise, and maintain filing systems and other clerical procedures as assigned.17. Organize reception/office area efficiently and for accessibility to assure students needs are met.18. Participate in training related to responsibilities, including, but not limited to, professional development activities, conferences, workshops, trainings, and webinars.19. Perform related duties as assigned.
Minimum Qualifications:
EDUCATION & EXPERIENCEAny combination equivalent to : Graduation from high school and (3) years of increasingly responsible secretarial/ administrative experience in a medical office including public contact serving a diverse clientele.
Preferred Qualifications:
Knowledge of:
Knowledge of:

• Mission, requirements, goals, and objectives of the Health Services Programs and available institutional and community resources;
• Applicable state and federal laws and regulations; District policies and procedures;
• HIPAA and FERPA; confidentiality requirements when working with personal and sensitive student and staff information;
• Working with diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students and staff;
• Principles, practices, and procedures of writing and report preparation;
• Professional etiquette when communicating in person, by phone, or email;
• Budgetary, accounting, and record keeping methods and procedures;
• Data collection and basic research principles and practices;
• File maintenance and information retrieval systems;
• Office procedures, methods, and equipment including computers and applicable software applications such Microsoft office Suite including word processing, spreadsheets, presentations, scheduling, email, and video meeting/conferencing; financial and student databases;
• Interpersonal skills using tact, patience, and courtesy;
• Correct English usage, grammar, spelling, punctuation, and vocabulary.

Ability to:
Ability to:

• Perform and coordinate office, secretarial and clerical work involving independent judgment and requiring accuracy and speed;
• Interact with individuals from diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds;
• Understand and interpret rules and written directions and apply to specific situations;
• Compose correspondence independently;
• Perform duties effectively and in a timely manner with many demands and constant interruptions;
• Operate a variety of office machines and equipment including computer and applicable software including Microsoft Office Suites, video meeting/conferencing software, student and financial databases;
• Establish and maintain cooperative and effective working relationships with others;
• Meet schedules and time lines; plan and organize work; communicate effectively both orally and in writing to exchange information; work independently with little direction;
• Gather data and prepare comprehensive reports;
• Communicate policies, guidelines, regulations, and laws to staff, students, and public;
• Maintain confidentiality of student records; maintain complex and varied files and records;
• Lift 25 pounds; bend at the waist, kneel, or crouch to file materials, sit or stand for extended periods of time.

Physical Demands:
Working Conditions:WORKING CONDITIONS
Office environment. Constant interruptions. May require evening and weekend responsibilities.
Full Time/Part Time: Full Time
Weekly Working Hours: 40
Work Schedule & Hours: Monday - 8:00 am - 5:00 pm, Tuesday - 8:00 am - 5:00 pm, Wednesday - 8:00 am - 5:00 pm, Thursday - 8:00 am - 5:00 pm, Friday - 8:00 am - 5:00 pm
Salary Schedule Range: Classified Salary Schedule, Row 10: $4,677.58 - $6,580.48 monthly
Specific Departmental Needs:
Posting Number: 24-004
Number of Vacancies: 1
Desired Start Date:
Interview Date: 03/11/2024
Posting Open Date: 01/31/2024
Posting Close Date: 2/21/2024
Open Until Filled: No
Special Instructions to Applicants:
SPECIAL INSTRUCTION SUMMARY
Applications missing any of the required documents listed will not be considered. The following documents are required at the time of application:
REQUIRED DOCUMENTS:

• Resume: Must include length of employment (month/year start & end dates) for each employer.
• Cover Letter: Please address how you meet the minimum requirements for this position and any special qualifications you possess.
• College Transcripts - OPTIONAL: For consideration of college coursework, transcripts must be attached. Diplomas will not be accepted in lieu of transcripts.

IN YOUR APPLICATION
Professional References must include at least three supervisors and two colleagues. Please include name, title, relationship and current phone numbers. Letters of reference and personal references will not be accepted in lieu of the required professional references.
TIMELINES:
APPLY BY: Wednesday, February 21, 2024
There will be a second interview for candidates selected as finalists.
FAQs
For additional information, click here: Recruitment - Frequently Asked Questions
PLEASE NOTE:

• Applicants must be authorized to work for any employer in the U.S.
• College of the Desert does offer sponsorship nor take over sponsorship for any employment VISA.
• Employment is contingent on residence in California.

To apply, visit https://cod.peopleadmin.com/postings/7548jeid-941ea71c778f5d46bc4d1e81274aac73