The full-time senior staff assistant monitors student and faculty compliance with established required healthcare documentation. The staff assistant assists faculty and students with understanding requirements and helps both in accessing and utilizing the division’s immunization database for access and storage of confidential records.

The staff assistant regularly reviews medical records and other relevant documentation for compliance with healthcare requirements.

The staff assistant serves as system administrator for the division’s healthcare documentation database. Utilizing the division’s data tracking tools, the staff assistant provides compliance information to the program chairs, faculty and clinical partners as needed.

Professional communication, collaboration, problem solving, and teamwork are essential critical skills the staff associate utilizes, as well as exercising strong time management and work prioritization skills and adherence to confidentiality requirements concerning student records and medical information (i.e., HIPPA and FERPA).

1. Meet with Program Chairs periodically to assure all healthcare documentation requirements are updated and documented.

2. Thorough understanding of the CDC, and DPH immunization requirements and participates in ongoing reviews and updates of CDC, DPH and practice partners requirements.

3. Interface with healthcare database providers to ensure additions or changes to program requirements are built into the database system and coordinate with chairs and database companies on establishing change management plans for phase in/phase out of requirements.

4. Attends meeting(s) as needed with practice partners to understand all requirements for the on-boarding process for both faculty and students; Update faculty and staff of all changes and new requirements by practice partners where students are participating in clinical simulation education.

5. Coordinates all on-boarding of new faculty in Health Science Division programs that require healthcare documentation.

6. Coordinates on-boarding of all new students enrolled in Health Science Division programs that require healthcare documentation.

7. Coordinates documentation database; functions include but are not limited to preparing HCC database with program requirements, setting up student cohorts for ease of tracking in database, ensuring new students are entered in correct cohorts, coordinating with Admissions/Chairs/relevant parties on ensuring all new students have initiated active accounts by required dates in the Division’s healthcare records database, etc.

8. Conducts orientation for health programs for meeting healthcare documentation requirements.

9. Generates healthcare documentation compliance reports for continuing and new students for chairs including but not limited to physical, vaccinations, technical standards, etc.

10. Generates healthcare documentation compliance reports for program chairs including but not limited to physical, vaccinations, technical standards, etc.

11. Manages the viability of the student clearance process of students who identify as minors upon enrollment.

12. Assists Institutional Effectiveness in accessing data from the database, as appropriate, for institutional compliance reporting.

13. Reviews healthcare records to ascertain compliance with healthcare documentation requirements.

14. Communicates and/or meets with Program chairs, faculty and students to answer questions regarding vaccines and compliance questions.

15. Communicates with program chairs, faculty and students regarding compliance dates and deadlines.

16. Coordinates all dilute and re-tests of drug testing requirements.

17. Develops, initiates, maintains, and revises policies and procedures for the general operation of compliance activities to prevent illegal, unethical, or improper conduct.

18. Collaborates with other departments to direct compliance issues to appropriate existing channels for investigation and resolution.

19. Consults with the Health Science Dean to resolve difficult legal compliance issues.

20. Assumes other related duties as assigned by the Dean, Director of Nursing, or Program Chairs.

Qualifications

REQUIRED:

Holds a bachelor’s degree in a healthcare or closely related field or a bachelor’s degree with equivalent work experience in a health related field.

Ability to maintain and handle confidential information.

Must have the ability to function and act independently and with a team, negotiating and resolving issues with meaningful solutions, internally and externally.

Excellent analytical and organizational skills with strong attention to detail.

Strong computer skills in interpreting electronic health records, following CDC and DPH immunization guidelines, developing excel spreadsheets, and shared google drive.

Must be highly proficient in reporting in database and software applications.

Ability to work well with people, at all levels in the organization, and with external stakeholders.

Ability to function in a fast-paced environment, under short time constraints, and within established deadlines.

Must possess excellent communication skills, oral and written

Excellent project management skills.

Record keeping experience is a plus.

Criminal Background and/or Drug Testing experience a plus.

Initial and continued employment dependent upon meeting CORI/SORI, national background check, drug testing, and medical requirements.

PREFERRED:

Experience working with databases and Microsoft Excel.

Experience working with and interpreting patient charts, medical records, lab results, etc.

Holds an unencumbered PN or RN license to practice as a Nurse in the Commonwealth of Massachusetts.

Holds a Practical Nurse Degree or higher from an Accredited Program.

EQUIVALENCY STATEMENT: Applicants who do not meet the qualifications as stated above are encouraged to put in writing precisely how their background and experience have prepared them for the responsibilities of this position.

Full-time (12 Month), Non-Unit Professional position

Hours: 37.5 hrs./week; flexible scheduling, ability to work remote, weekends/evenings as needed.
Funding Source: CARES Funded (2 year temporary position)

- All candidates must have legal authorization to work in the United States. HCC is not sponsoring H1B Visa.
- Pre-Employment Background check, including Criminal History will be conducted for all positions.

Holyoke Community College is committed to excellence and opportunity through diversity in education and employment. Holyoke Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, creed, religion, color, gender, sexual orientation, age, disability, genetic information, maternity leave, and national origin, in its education programs or employment.