MEDICAL LABORATORY SCIENCES - Admin Asst Medical Lab Sci

Job Classification

  Hourly Full-time (35-40)

Position summary

General office duties, correspondence, record keeping, scheduling/organizing meetings and events. Reconciles budget and departmental accounts. Coordinates with prospective students in all aspects of the pre-clinical and clinical application process including admissions and registration processes unique to the Medical Laboratory Science (MLS) Program. Mentors MLS students, serves as a liaison for clinical affiliates and performs other duties as required for program assessment and program accreditation. Assists with recruiting. Supervises and directs department’s student employees. Other duties as assigned.

Qualifications summary

• Bachelor’s degree or equivalent in work experience.


• Excellent oral and written communication skills.


• Organizational skills and attention to detail.


• Computer proficiency in MS Office, database management, and web-based applications.

 


Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

Department of Clinical & Laboratory Sciences Coordinator Responsibilities

 

Correspondence

1. Receives, replies/distributes incoming mail.

2. Receives, replies/distributes incoming department mail.

 

Telephone/Visitors

1. Responds to telephone calls and routes or replies as appropriate

2. Greets and helps visitors, parents, students & other faculty/staff.

3. Screens calls for Department Chair.

4. Coordinates telephone contact with students and Adjunct Clinical Faculty (see Clinicals below)

 

Record Keeping

1. Prepares and maintains departmental and student files.

2. Maintains recruiting, student and alumni databases current.

3. Maintains clinical affiliate files as required for accreditation.

4. Prepares Memory Book for each clinical year class.

5. Maintains on-going documentation of various requirements for the accrediting agency (NAACLS).

 

Meeting/Minutes

1. Schedules department meetings and generates minutes.

2. Schedules other Department meetings such as Profession Degrees Council, MLS Advisory Council, and MLS Admissions Committee. Prepares and distributes minutes.

3. Attends other meetings as needed and reports to the chair/faculty (e.g. marketing, enrollment, mailing, financial, HR, and health professions).

4. Assist with coordination of departmental assemblies.

 

Supplies

1. Inventories, orders, and receives supplies.

2. Reviews and approves invoices for payment.

3. Follows up billing problems and corrects discrepancies.

4. Arranges for student orders of lab coats, Technical Manual, Program pins, etc.

5. Prepares bills for students accounts.

6. Request items to be ordered by library.

 

Budget/Financial

1. Reconciles budget and justifies accounts:

-Monitors account expenditures

-Documents the various expenses

-Reviews for accuracy

-Follows up and requests adjustments to errors

-Generates, reviews, and approves Interdepartmental Charges (IDCs).

2. Actively seeks to reduce cost by obtaining desk copies, samples, expired reagents, and sale opportunities.

 

Supervision

1. Interviews, evaluates and recommends prospective student employees.

2. Supervises and directs student workers:

-Assigns work and trains or demonstrates as needed

-Reviews completed work

-Monitors & insures accuracy of electronic time card

 

Writing/Communications

1. Composes memos, letters and reports:

-Composes correspondence for prospective students, clinical sites, current students, alumni, etc.

-Prepares memos for other departments in the University.

-Responsible for collation and processing of various reports such as student evaluations, rotation evaluations, applicant files for MLS Admission Committee, Senior exit student reports (Confidentiality Release, Vita, etc.), Clinical Contact Directory, MLS majors directory, mailboxes and others.

-Assist Chair with other annual reports as needed.

2. Composes and delivers "group mailings" for students and faculty (inform of various activities, deadlines and events).

3. Prepares posters, announcements for various events.

4. Makes Certificates for Certificate Ceremony.

5. Using various software applications, prepares other documents such as forms, programs, invitations, thank you cards, birthday cards, etc.

6. Maintains contact, follows up and tries to locate alumni. Responds to alumni inquiries and requests.

7. Maintains contact with key partners (e.g. Clinical instructors, adjunct faculty, advisors from sister institutions and other schools, etc.) through letters, cards, messages, announcements, etc.  .

 

Organization & Support

1. Provides support for faculty.

2. Provides support for students (general advising, reply to inquiries, prepares overhead, photocopies, listens to concerns, directs them to right person).

3. Provides support for other departments as requested (e.g. works recruiting closely with Health professions Recruiter for marketing purposes, assist in graduation ceremonies as needed).

4. Provides support for registration activities.

5. Maintains departmental schedule of activities/events.

6. Works with chair in preparations for clinical practica including rotation schedules.

7. Organizes and prepares departmental events by arranging for facility services, equipment, food/refreshments, issuing invitations and preparing the program. (e.g. certificate ceremony, Seniors Farewell party, International Potluck, Vespers, etc.).

8. Supports MLS club activities.

9. Organizes & ensures compliance of students with various requirements and activities such as vaccinations, physicals, senior pictures, exit exam, etc.)

 

Projects

1. Conducts various projects:

-Designs& composes materials for recruiting

-Prepares assessment surveys

2. Accesses information from internet, journal, and benchmarking reports.

3. Responsible for preparing annual Student Handbook.

4. Assists Safety Officer with preparation of Safety Handbook.

 

Clinical Year

1. Coordinates the application and admission process for students entering the clinical year (this includes a significant time working with applicants, especially international students).

2. Coordinates the admissions process by preparing the applicants files (calculation of GPA's and preparation of data for the MLS Admissions Committee.

3. Serves as liaison between clinical site instructors, students and Department (correspondence, surveys, telephone interactions; addresses problems or routes to appropriate person).

4. Coordinates details for students’ clinical practica (cafeteria, housing, billing, insurance; makes arrangements with other AU Departments).

 

Clinical Affiliates

1. Obtains and maintains required accreditation documentation for each clinical site (adjunct faculty, vitas, facility fact sheet, etc.).

2. Maintains contact with education coordinator at affiliated clinical sites. Coordinates rotation schedules, addresses concerns and answers questions or refers to appropriate person. Keeps clinical site informed of various Program activities.

3. Maintains contact with allied health advisors at affiliated schools and keeps them informed of admission requirements and processes.

4. Prepares adjunct faculty bulletin list.

 

Recruiting

1. Addresses and responds to requests for information.

2. Follows up with prospective students via letters, brochures, emails, and phone calls.

3. Provides support for the various previews and fairs/booths.

4. Assist recruiting efforts with mass mailings.

 

Registration

1. Works with Student Financial Services to prepare guest and categorical students for registration.

2. Assist students with registration as needed.

 

Miscellaneous

1. Evaluates needs and initiates requests for equipment repair, building and equipment maintenance.

2. Maintains clean and orderly work environment including office, hallway, and other department-managed spaces.

3. Proctors exams as needed.

4. Maintains bulletin boards and digital displays.

5. Assist JWL with inventory of MLS materials (books, videos, slides, CDs, DVDs, journals, etc.).

Supervisory responsibilities

Supervises and directs department’s student employees.

Qualifications

Bachelor’s degree or equivalent in work experience.

English language proficiency

Excellent oral and written communication skills.

Organizational skills and attention to detail.

Computer proficiency in MS Office, database management, and web-based applications.


Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

N/A

Interpersonal interactions

N/A

Physical demands

While performing the duties of this job, the employee is regularly requires to sit, use hands and fingers, handle, feel, talk and hear. The employee is frequently required to stand, walk, climb stairs, and reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. Occasionally expected to lift up to 20 pounds. Specific vision abilities required for this job include close vision,, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Occasionally handling of hazardous materials/supplies.

Work environment

Typical office space.