Administrative Assistant DMS

Major Responsibilities: The Administrative Assistant for the Diagnostic Medical Sonography (DMS) program provides comprehensive administrative support to faculty, staff, and students within the program. This position serves as the primary point of contact for program inquiries and plays a crucial role in maintaining the smooth operation of daily activities, student services, and program compliance requirements.

Key Responsibilities: 

1. Communication Management: Respond promptly to daily communications via email and voicemail, addressing inquiries promptly and professionally.
2. Policy Adherence and Ethical Compliance: Ensure strict adherence to the University's mission, policies, procedures, ethical standards, compliance with data protection regulations and pertinent legal regulations in all aspects of admission activities.
3. University Engagement: Participate in Commencement Exercises, new student orientation, university events, committees, self-studies, and University Commencement Ceremonies.
4. Special Projects: Execute special projects assigned by the President or supervisor.
5. Compliance Adherence: Ensure compliance with Title IX of the Education Amendments Act of 1972, as well as FNU Policies, Procedures, Rules and Regulation, the FNU Code of Ethics, Family Educational Rights and Privacy Act (FERPA), Florida Information Protection Act of 2014 (FIPA), the EU General Data Protection Regulation (GDPR), and all other applicable federal, state, and local laws, rules, and regulations.
6. Assigned Duties: Undertake other assigned duties as required.

Specific Duties and Responsibilities:

Student Services & Support

• Process student applications, enrollment, and registration for DMS courses
• Maintain accurate student records, academic files, and program documentation
• Coordinate student orientation sessions and program information meetings
• Assist with clinical placement coordination and student clinical rotations
• Support students with academic advising scheduling and program requirements
• Process graduation applications and coordinating commencement activities

Program Administration

• Provide administrative support to Program Director and faculty members
• Manage program correspondence, communications, and documentation
• Maintain program databases, tracking systems, and reporting requirements
• Assist with budget tracking, purchasing, and expense management
• Coordinate program meetings, events, and continuing education activities
• Support recruitment and marketing activities for the program

Regulatory Compliance & Accreditation

• Assist with maintaining CAAHEP accreditation standards and documentation
• Support preparation of accreditation reports and site visit materials
• Maintain compliance with institutional, state, and federal regulations
• Track and document student outcomes, completion rates, and employment statistics
• Assist with program assessment and continuous improvement initiatives

Clinical Coordination Support

• Maintain clinical site agreements and documentation
• Coordinate communication between clinical sites and the program
• Assist with clinical placement logistics and student assignments
• Support clinical coordinator with site visits and evaluations
• Maintain clinical site database and contact information

Faculty & Administrative Support

• Schedule meetings, appointments, and program events
• Prepare correspondence, reports, and presentations
• Manage program calendar and facility reservations
• Coordinate guest speakers, clinical instructors, and program visitors
• Provide general office management and clerical support

Requirements:

• Associate/bachelor’s preferred.
• Minimum 2-3 years administrative experience, preferably in higher education or healthcare 
• Experience with student services and academic program support highly desirable
• Critical thinking, complex problem solving, judgment and decision-making abilities. 
• Experience with student information systems and database management 
• Familiarity with learning management systems (Blackboard, etc.) 
• Basic understanding of electronic health records beneficial
• Excellent customer service skills. 
• Excellent verbal and written communication skills. 
• English language fluence required (speak, write, read). Spanish required.
   Detail oriented and strong organizational and multi-tasking skills. 
• Flexibility to adapt to changing priorities and deadlines
• Must have strong proficiency in Windows and Microsoft Office, including but not limited to Word, Excel, Power Point, and Outlook. 
• Ability to work with highly sensitive or confidential information. 
• Ability to meet deadlines and work well under pressure. 
• Ability to work in a team environment as well as independently and be self-driven.

Preferred Qualifications

• Previous experience in allied health or medical education programs
• Knowledge of healthcare accreditation processes (CAAHEP, ARDMS)
• Understanding of medical terminology and healthcare regulations
• Experience with clinical coordination and healthcare partnerships

Key Competencies

• Numerical, literacy, organization, and planning skills
• Work management and prioritizing skills
• Verbal and written communication skills
• Problem solving ability, attention to detail
• Accuracy, flexibility, reliability, teamwork

Schedule:

Monday & Wednesday: from 8:00am to 5:00pm at Hialeah Campus

Tuesday & Thursday: from 12:00pm to 9:00pm at South Campus

Fridays alternate as follows: - from 8:00am to 5:00pm at South Campus

                   - from 10:00am to 7:00pm at Hialeah Campus 

Job Type: Full-time 

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Tuition reimbursement
• Vision insurance

Note: The use of computers and University resources is limited for school business purpose. Installation of any software is prohibited.

This job description is intended to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to be construed as an exhaustive list of all tasks, duties, skills and/or responsibilities required for this position in each Campus at all times. Tasks, duties, skills and/or responsibilities may vary from individual to individual, campus to campus and over time, depending upon various factors. These are general guidelines for this job position.