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Health Compliance Staff Assistant

Holyoke Community College
Holyoke, MA

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Administrative Jobs
Institutional & Business Affairs, Assessment, Accreditation & Compliance, Clerical & Administrative Support
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Job Details

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.



  • 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.
  • 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.


    Working at Holyoke Community College

    Since its founding in 1946, Holyoke Community College has focused on inspiring futures through education and training, access, and engagement. The goal is simple-exceptional preparation for personal and professional success through education for all learners.

    HCC's highly-qualified, committed faculty and staff engage learners through innovative, relevant instruction and comprehensive student support services, ensuring that our students are well prepared for their next step in life-whether to transfer to a four-year institution, to advance in a career, to build skills, or simply to enhance their quality of life.

    HCC faculty and staff support students in discovering their academic abilities and career aptitudes for the future they choose. We think they'll find that HCC provides the best start for attaining their goals, for one of the best dollar values in education today.


    Located in Western Massachusetts' scenic Pioneer Valley, HCC draws students from more than 70 cities and towns throughout the region and from beyond. As a gateway to quality, accessible education and career advancement, more than 100,000 students have come through the doors seeking to realize their dreams and aspirations. HCC boasts the largest enrollment and awards the highest number of associate degrees and certificates among Western Massachusetts community colleges. At the college's 65th commencement in May 2012,a total of 1,000 students received approximately 1,026 associate degrees and certificates. Graduates ranged in age from 18-80, and came from 70 Massachusetts towns, as well as Connecticut, New Hampshire, Vermont, and from as far away as Florida, Michigan, Missouri and South Carolina. Our international grads included citizens of Israel, Malawi, Peru and South Korea.


    HCC offers more than 100 associate degree and certificate options, as well as adult basic education/GED programs, education and training for business and industry, and noncredit community service personal and professional enrichment courses. To accommodate students' busy lives, HCC offers day, twilight, evening, weekend, and online classes. Academic programs, in a variety of disciplines, are designed for immediate career entry or for transfer to four-year institutions. Plus, for those seeking additional intellectual challenge in their coursework, HCC is known for its exceptional learning communities (team-taught interdisciplinary courses organized around a common theme) and its Commonwealth Honors program, among other programs and services.


    HCC has the highest transfer rate of any community college statewide, holding articulation agreements with more than 27 colleges and universities. Many students attend HCC with the intention of transferring to a four-year college or university. And many do so after graduating-often with generous and even full scholarships-to public and private four-year colleges and universities across the country. Locally, HCC is the largest feeder institution for Westfield State College and UMASS Amherst.

    Immediate career entry

    HCC offers short-term certificates and training for students whose goal is immediate career entry. HCC's Career Center provides additional assistance in helping students obtain employment in the region's many workplaces.

    A vibrant community resource

    Throughout the year, HCC is home to numerous recreational and cultural activities and events that are open to the community. View an art exhibit at the Taber Art Gallery, catch a live performance at the Leslie Phillips Theater, enjoy the college's annual Jazz Festival, or come watch one of HCC's competitive varsity athletic games. HCC has the largest disc golf course in Western Massachusetts, and it's free and open to the public.

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