Administrative Assistant For Nursing

POSITION TITLE: Administrative Assistant for Nursing

DEPARTMENT: College of Health Sciences (COHS)

POSITION STATUS: Full time, 12 month

POSITION REPORTS TO: Chief Nursing Officer (CNO)

JOB SUMMARY: Under the direction of the CNO and Nursing Administration, the Administrative Assistant for Nursing provides support for a wide range of operations in the nursing department and assists the Dean, CNO, Nursing administrator(s) and faculty. The administrative assistant will support the department in achieving its mission and goals.

Serving University of Saint Francis (USF) students and the USF community is paramount. To provide a consistent quality experience across the university, the USF Way, outlined in the Employee Handbook, is used to describe service expectations for all employees.

MAJOR RESPONSIBILITIES/ACTIVITIES:

• Greets and directs students and visitors to the appropriate persons or departments

• Directs phone calls to the appropriate individuals within the university

• Corresponds with internal and external stakeholders in an accurate, timely and professional manner (e.g. answers emails within 1-2 business days; avoids unprofessional language)

• Maintains record keeping systems such as clinical sites, student clinical requirements, alumni information

• Uses word processing and other computer software skills to maintain databases and to prepare a wide variety of documents including course materials, correspondence, departmental policies, reports, forms, charts, clinical contacts, etc. as directed by Supervisor

• Assists Supervisor and other nursing department administrators with coordination of schedules and daily operational tasks

• Maintains nursing department administrator's calendar and schedules meetings and appointments as necessary

• Assists with the scheduling and coordination of various department meetings and activities such as scheduling location, equipment, refreshments, materials, set-up, etc.

• Provides access for faculty and approved students to labs and classrooms and meeting rooms

• Assists the Supervisor and nursing administrators with reports, self-study documents, surveys, statistical summaries and other requirements associated with maintaining accreditation of departmental programs

• Works with the Supervisor to monitor the department operating budget, prepares purchase orders, and reconciles the monthly budget statements as directed

• Manages admissions documents and correspondence, communicating with students regarding Change of Program procedures as needed

• Maintains effective, confidential record-keeping systems for students and faculty

• Maintains departmental webpages as directed

• Manages inventory of office supplies

• Attends department, school-wide and staff meetings as requested and records meeting minutes; word processes, distributes and posts meeting minutes as directed

• Monitors incoming and outgoing mail

• Troubleshoots copy machine, computer printers and audio-video equipment

• Interacts with students and helps as needed- such as receiving documents and answering question

• Communicates effectively verbally, electronically, and in writing with various university constituents including administrators, faculty, students and other staff and individuals in the university community

• Consistently demonstrates behaviors and attitudes congruent with the University of Saint Francis and the Franciscan Values

• Is willing to work outside normal business hours as needed

• Performs other duties as assigned.

USF WAY:

University of Saint Francis (USF) employees demonstrate a commitment to the University's mission and support of its Catholic and Franciscan traditions. Employees provide the intellect, empathy and ability to serve our students and community. The USF Way of serving is a source of pride for many employees. To provide a consistently high level of quality experience across our university, we provide the following service expectations for all employees. These standards have been tailored by position and responsibilities and are incorporated into performance evaluations.

Standard #1: Provide opportunities for deeper conversations, prayer and reflection.

Standard #2: Utilize best practices in communication and service.

• Apply care to your words and deeds to ensure respect for others.

• Commit to follow through without exception and with quality.

• Offer additional assistance after serving as in, "How else may I assist you?"

• Respond promptly, whether in person, via phone, or email.

Standard #3: Recognize and celebrate milestones and achievements.

Standard #4: Use resources wisely and support green initiatives.

MINIMUM QUALIFICATIONS

Education

• High School Diploma required; College degree strongly preferred

• Course work or training in office operations including typing and office procedures, computer use, word processing, data base management, and spreadsheets

Experience

• Minimum of one (1) year experience in administrative support; experience in a university setting preferred

Knowledge and Skills:

• Competence in office operations, policies and procedures, and business communications

• Proficiency in use of computer software and office equipment

• Strong interpersonal and communications skills, both verbal and written, to effectively interact with students, faculty, staff and community members

• Discretion concerning information of a confidential nature, such as personal identification information of students and employees, student progress and performance, or faculty salary

• Organizational skills necessary to plan the workday, arrange meetings, prioritize tasks, and complete various projects

• Math skills to maintain and verify department statistical information and budgets

• Team attitude, a student-centered approach and an ability to work effectively with people from diverse backgrounds