Job Summary

The Administrative Assistant performs a wide variety of administrative support functions that facilitate the efficient operation of the Health Sciences & Trades division and Career Technical Education (CTE) programs.

Typical Job Functions

Administrative Support & Communication

• Draft and prepare letters, correspondence, and memos
• Compile information from a variety of sources to prepare reports
• Create, process, and maintain documents and administrative records using word processing software
• Assist in maintaining ADA-compliant documents in alignment with institutional accessibility standards
• Answer and direct incoming calls, providing accurate information and routing inquiries appropriately
• Serve as a liaison between the division and internal and external stakeholders
• Provide administrative support to faculty and staff as directed

• Collect, track, and maintain data for state reporting and accreditation requirements across health science and trade programs
• Support accreditation processes by organizing and maintaining required documentation and records
• Track student data and maintain student records in accordance with institutional guidelines
• Assist with end-of-year CTE reporting processes

• Schedule and coordinate meetings, conferences, and related logistics
• Attend meetings and record minutes for TACs, department meetings, and other meetings as directed
• Coordinate TAC meeting scheduling and setup
• Coordinate travel authorizations and arrangements

• Assist students with program and application questions
• Assist with the review and processing of applications for Health Sciences and Trades programs

• Assist with financial recordkeeping and preparation of financial transactions
• Support management of MyClinicalExchange and related clinical compliance systems
• Coordinate room scheduling and Building 6 room approvals

• Maintain confidentiality and represent the college and division in a professional manner
• Perform miscellaneous job-related duties as assigned

Minimum Qualifications

• 1 year experience in an administrative assistant or business office role
• Proficient in Microsoft Office
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Ability to multi-task and prioritize work
• Willingness to learn new technologies
• Incumbent must reside in Idaho (Currently CEI doesn’t sponsor H-1B Visas)

Additional Desired Qualifications

• 2–5 years experience in an administrative assistant role
• Highly proficient in Excel
• Healthcare experience
• Experience working in higher education
• College degree
• Working knowledge of FERPA
• Bilingual (Spanish)