Administrative Assistant 2, Communication Sciences & Disorders (1275)

About the position

The Administrative Assistant 2 (AA2) provides essential administrative support for the Communication Sciences & Disorders (CSD) Department at Idaho State University (ISU) Meridian. As the primary contact for students, faculty, external partners, and the public, the AA2 requires strong administrative, organizational, and communication skills to facilitate department operations, clinical placements, and student services. This position is crucial for managing relationships with external organizations, including clinical sites, government agencies, healthcare facilities, and professional groups. The AA2 oversees affiliation agreements, student clinical placements, compliance processes, and interactions with external stakeholders while supervising student workers and the Meridian Administrative Assistant 1 to ensure the efficiency of departmental operations. This is a promotional opportunity for current, classified employees of Idaho State University.

Responsibilities

• Serve as the main point of contact for external partners, including healthcare organizations, school districts, government agencies, and private clinical sites.
• Manage departmental emails, websites, and catalog content to ensure accurate and up-to-date information.
• Coordinate onboarding for student off-campus clinical placements by ensuring compliance with affiliation agreements, immunization requirements, HIPAA training, and background checks.
• Manage contracts with external organizations, including obtaining legal approvals, tracking renewals, and ensuring compliance with state and federal regulations.
• Serve as the primary point of contact for external inquiries, responding to requests from clinical partners, government agencies, and prospective students.
• Provide face-to-face, phone, Zoom, and email customer service to students, faculty, staff, and external stakeholders.
• Assist the Meridian CSD Administrators with various administrative tasks.
• Manage and maintain the CALIPSO clinical tracking software, ensuring the accuracy of student records for graduation and accreditation.
• Supervise and mentor the Meridian Administrative Assistant 1 (AA1) and student workers, ensuring efficient delegation of tasks and professional development.
• Train student workers in office procedures, compliance tracking, and database management to support departmental operations.
• Oversee data management systems, including student compliance tracking, financial transactions, and departmental reporting.
• Plan and manage events that include both internal and external stakeholders, such as faculty retreats, graduation celebrations, clinical partnership meetings, accreditation site visits, and professional development workshops.
• Conduct safety and compliance training for faculty, students, and external clinical supervisors.
• Ensure adherence to HIPAA, FERPA, and ISU policies, especially concerning student and clinical records.

Requirements

• Good knowledge of office support functions including word processing, filing, composing a variety of business documents and reception.
• Experience interpreting, applying and explaining complex information such as regulations, policies or services.
• Experience independently solving problems/performing liaison activities in a work setting.
• Experience coordinating activities requiring complex arrangements.

Nice-to-haves

• Some knowledge of financial record keeping.
• Good knowledge of legal terminology.

Benefits

• Comprehensive health, dental, and vision insurance.
• Life insurance.
• Disability plan.
• Employee assistance program (EAP).
• Excellent retirement options and company contribution.
• Generous paid time off/sick leave accrual.