Description

POSITION OBJECTIVE 

Working under the general direction of the program director, provide administrative support to the program director and Master¿s in Nursing program with a moderate degree of independence. The department assistant is responsible for the overall smooth functioning of the program. Assignments may be long term and require the individual to rely on their own resources and ability to work independently in task accomplishments.

ESSENTIAL FUNCTIONS

Serve as staff assistant to the program director in all matters relating to the program including maintaining calendars and coordinating travel arrangements as requested. Initiate and follow up on routine correspondence. Process confidential information and communication. Perform a variety of clerical duties and document preparation with speed and accuracy. Facilitate program dealings with others in the school, university and community. Provide committee support: arrange monthly meetings, including space and refreshments as needed; communicate information regarding upcoming meetings including appropriate agenda; transcribe and distribute minutes accordingly from faculty meetings and program faculty. Provide clerical support as needed, including assistance to all faculty teaching in program, as well as for the France Payne Bolton School of Nursing Receptionist. Maintain office supply inventory. Serve as staff support for other assigned schools of nursing standing committees (40%).
Maintain relevant student records and databases to ensure continuous compliance with regulatory and accreditation requirements and work with the department of Institutional Research in support of maintaining and updating these documents. Maintain records of student compliance with immunization requirements, CPR/first aid certifications, clinical assignments, progress through the program and learning contracts, student statistics and contact information, evidence of criminal checks and fingerprinting, contact information and clinical compliance. Ensure records are accurate and timely. Promote quality student experience and connection with alumni by serving as the face and point of contact for the program. Demonstrate professional and supportive responses to student communications and concerns. Facilitate surveys and interactions with alumni, support recruitment events, and coordinate student engagement events. Complete verification of all requirements for clinical experiences with accuracy and timeliness. Maintain clear and professional communication with the program director, students, faculty, staff, administration and other visitors/vendors. Provide letters of completion to Boards of Nursing for each graduating student when cleared by the program director. Work with student recruitment and admissions staff, as well as marketing and communication departments. Maintain and track web page entries and accuracy of the program website. Remind each potential student the importance of completing the checklist prior to orientation and matriculation. Assist faculty with preparation for new student orientation including rooms/organizing venues. Will also be responsible for contacting vendors, ordering food, flowers, etc. Assist faculty and staff with any required paperwork. Trigger beginning and end of semester processes that include syllabi review, preceptor verification, and evaluation forms from student, faculty and clinical instructors. (35%)
Analyze accounting/bookkeeping records for the department. May authorize routine department expenditures. Prepare all invoices and reimbursements related to the programs for processing. Contribute to ongoing audits, monitoring and evaluation. Assist in preparation of budgets and fiscal reports, maintain accounting/ bookkeeping for department, reconcile monthly expense statements, and perform data and budget analysis and forecasting. (20%)
 

NONESSENTIAL FUNCITONS

Perform other duties as assigned. (5%)

CONTACTS

Department: Daily contact with program director, faculty and departmental staff. Students: Daily contact with students to exchange information.

University: Contact with other university departments on an as needed basis. External: Contact with travel and accommodation vendors and partnering institutions to exchange relevant information.

SUPERVISORY RESPONSIBILITIES

This position has no direct supervision of staff employees.

QUALIFICAITONS

Experience: Minimum of 5 years of related clerical experience required. Education/ Licensing: High school education required, college education preferred

REQUIRED SKILLS 

Communication Skills. Understand written sentences and paragraphs in work related documents. Give full attention to what other people are saying, take time to understand the points being made, ask clarification questions if needed. Communicate effectively verbally and in writing as appropriate with the program director, students, faculty, staff, university and external vendors. Notify the program director of any concerns related to student safety, or student failure to provide compliance documentation
The ability to interact with colleagues, supervisors, and customers face to face in a professional manner.
Ability to generate documents in Word, PowerPoint and Excel. Ability to work in Qualtrix and other on-line survey applications. Ability to run basic analytics and generate reports in a variety of programs.
Ability to actively learn and understand the implications of new information for both current and future problem-solving and decision-making.
Ability to operate copy, fax machines and Scan Tron to perform calculations and produce documents.
Adhere to all relevant university policies and procedures.
Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
Ability to meet consistent attendance.
Ability to interact with colleagues, supervisors, and customers face to face.
 

WORKING CONDITIONS

General office environment. The employee will perform repetitive motion using a computer mouse and keyboard to type.

Requirements

QUALIFICAITONS

Experience: Minimum of 5 years of related clerical experience required. Education/ Licensing: High school education required, college education preferred