Administrative Assistant - College Of Nursing

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Job Type

Full-time

Description

• This position is an on-site position*

JOB SUMMARY:

Assists Nursing Administration and Faculty in the implementation of day-to-day activities of the College of Nursing. Coordinates daily office priorities with the Dean and Administration team. Serves as a resource to department personnel regarding the larger University system.

ESSENTIAL FUNCTIONS:

1.Under the direction of the Dean and Program Directors completes the following functions:

• Maintains financial records: Dean's & Nursing budgets, credit card reconciliation, check requests, petty cash, deposits, etc.

• Maintains copies of most current Nursing Faculty and staff personnel files, with originals to Vice President of Academic Affairs.

• Prepares OBN Certifications for signature by Dean/Program Directors and saves in electronic files.

• Assists with coordination of the December and May Nursing Pinning Ceremony.

• Responsible for coordinating dates/location/agenda/taking & distributing minutes for General Nursing Assembly and other meetings as delegated.• Responsible for maintaining Advisory Council records, taking minutes, distributing minutes for two meetings each academic year. • Collects all course reports, grades, and makes a copy each semester on a flash drive. • Makes appointments with students, campus personnel, and off campus guests for the Dean and Program Director's as delegated.

• Drafts routine correspondence such as cover letters, meeting notifications, and meeting agendas.

• Assists Nursing Administration in prioritizing the communication with accreditation and approval agencies, the development of required documents, and maintains the files.

2.Assists Nursing Administration in implementation and completion of day-to-day activities.

• Greets guests to the department including students, Faculty, Alumni, on campus personnel, and off-campus associates.

• Assists all Faculty and staff with projects when appropriate and delegates workload to the appropriate Administrative Assistant.

• Orders name tags, business cards, door plates, supplies etc. for new Faculty/staff.

• Facilitates the issuing of keys in collaboration with university personnel.

• Assists with training of new Administrative Assistants.

• Arranges meeting rooms, prepares work orders for office repairs, requests University cars, assists faculty with computer problems or requests IT assistance if needed. Maintains CON calendar and processes mail and boxes.

• Provides general office support services for the administrative and teaching functions of the department including document preparation, mailing, faxing, copying, filing, shredding of confidential documents, and telephone answering.

• Each semester updates the name/address/phone list, the e-mail list and the birthday list of all Faculty and staff in the College of Nursing.

• Maintains the monthly reminder of routine tasks for the College of Nursing, such as annual reports and graduation preparation activities. Prepares materials to cue and assist those responsible for the activity.

• Opens or closes the Department office according to the schedule.

• Collaborates with the Learning Lab Administrative Assistant, interviews new work studies and coordinates the overall allotted nursing work study hours.

• Performs all other duties that may facilitate functions within the College of Nursing as assigned by Nursing Administration.

Requirements

• High school diploma or GED required.

• Associate degree preferred.

• Knowledge and proficiency of general office practices.

• Computer literacy in word processing, spreadsheet, and data base management; and MS Office

• Supervisory skills.

• Flexible in approaching the demands of the job; able to change tasks and tolerate interruptions from telephone calls, students, faculty, and visitors. Ability to prioritize multiple tasks.

• Interpersonal relationship skills to establish effective working relationships.