People Strategy, Equity, and Culture

IHP Community Training Center Assistant

  • Title: IHP Community Training Center Assistant
  • Class: Classified
  • Exempt Status: Non-Exempt
  • Grade: 17

Nature and Scope of Work

Under the direction of the Director of the Institute for Health Professionals (IHP) and the Regional Director of the American Heart Association Community Training Center (CTC) at IHP, performs a variety of activities to ensure the efficient and effective operation of the (CTC). The position develops systems and procedures in a number of key areas such as accounting for and reconciling all the AHA certificates issued, tracking the Eligible Instructor Provider List; ensuring training sites comply with required documentation. Assists with drafting and implementing complex policies and procedures in accordance with American Heart Association standards. Coordinates data collection, analyzes data from a variety of sources to produce reports for management and the AHA. The incumbent employs well-developed verbal communication skills to interact with faculty, students, hospitals, businesses, staff and the public for information sharing, providing assistance, problem-solving/troubleshooting to ensure that the customer is satisfied and to diffuse hostile situations. Work is performed independently with incumbents responding to varied situations requiring the ability to make sound decisions based on knowledge and experience on issues which may not be clearly defined by policies and procedures.

Principal Accountabilities

  1. Creates and maintains complex databases and spreadsheets. Analyses the data, develops new reports and tracking mechanisms.
  2. Maintains organized records and files for the CTC which includes student files; tracks and reconciles all AHA certificates issued to students and authorized for the approximately 10-20 training sites that the CTC is responsible; tracks and maintains over 150 instructor files to ensure the instructor files are up-to-date and that the instructors are current in their own certifications.
  3. Responsible for implementing policies and procedures related to new initiatives, data collection, and reporting requirements in accordance with the AHA guidelines.
  4. Provides assistance to faculty, students who typically are health professionals such as doctors, nurses, etc., contracting hospitals/clinics, staff and the public: interprets and explains college and AHA policies/procedures; checks enrollment and class status; dispenses information and resolves problems/issues.
  5. Creates student and instructor master files for the CTC. Updates addresses, phone numbers and name changes.
  6. Identifies and analyzes data tracking problems and works to resolve them.
  7. Inputs and retrieves information from college mainframe and/or microcomputer.
  8. Works with the Regional Director of the CTC to ensure that the CTC audit and compliance requirements are met and that there is timely completion of statistical and quality assurance information.
  9. After each course, validates with contracting hospitals/clinics that the appropriate staff are billed to the right hospital/clinic and then generates the invoices. Works in close collaboration with the billing coordinator in the department.
  10. Provides backup to the department billing coordinator.
  11. Performs other related duties as assigned including special projects.

Work Environment

Work is performed in an office environment. Exposure to video display terminals occurs on a regular basis.

Physical Requirements

Learned physical skill is required to perform keyboarding and/or ten-key functions. Occasional lifting, guiding and/or carrying of lightweight materials or equipment may be required. Sitting for extended periods of time while working at a computer terminal.

Minimum Qualifications

Associate’s degree or two years of college level course work in business, accounting, or related area. Experience performing the duties of the job may substitute for the education requirements on a year for year basis. Two years experience in a business office environment including exposure to public relations.

Must have advanced computer skills including Microsoft Word, Excel, and PowerPoint. Excellent record keeping and organizational skills. Must have the ability to develop and prepare complex documents. Good analytical and problem-solving skills required. Must have the ability to quickly learn and apply knowledge of all pertinent AHA policies and procedures affecting the program and the training sites. Ability to communicate effectively both orally and in writing; and to establish and maintain effective working relationships. Must have excellent customer service and interpersonal communication skills to work with health professionals, students, the AHA, hospitals/clinics, fire departments, community agencies and the general public.

Rev: 7/1/05

  • Replaces: 9/24/03