Administrative Assistant, Undergraduate Nursing Education

The Division of Nursing and Health Professions is accepting applications for an Administrative Assistant for the Undergraduate Nursing Education Program. The Administrative Assistant will provide administrative support for the Director of Undergraduate Nursing Programs as part of the administrative team.  Duties include scheduling appointments, preparing correspondence, taking minutes at the Undergraduate faculty meeting, maintaining student records and files for each program, and other job-related duties as assigned. Provide administrative support to the Undergraduate Nursing faculty. Prepare materials for new faculty and nursing student orientation, assist with various ceremonies/functions of the Division.  Share general office duties with other Administrative Assistants in the Division of Nursing and Health Professions. Maintain a thorough understanding of all processes within the Undergraduate program.Administrative Support to Program Director

• Schedule undergraduate student appointments with Program Director.

• Take telephone messages/assist callers as needed.

• Maintain Program Director's calendar, advise of approaching deadlines/requirements.

• Compose/prepare correspondence for Director's signature and respond to routine correspondence in Program Director's absence.

• Anticipate upcoming projects/events/assignments to ensure necessary steps are taken to meet deadlines.

• Ensure that the Program Director has the necessary documents for meetings.

• Occasionally respond to routine correspondence in Program Director's absence and redirect as needed.

• Attend Undergraduate faculty meetings; take and transcribe minutes; act independently to initiate required activities.

• Maintain administrative files for the Undergraduate Program.

• Maintain student tracking database from entry to NCLEX results.

• Compile data and reports on various issues.

• Assist in preparation of annual reports for the Board of Nursing, NLNAC, and Rivier University as needed.

• Disseminate NCSBN Program reports.

• Create Undergraduate surveys and reports using Survey Monkey. Update each semester.

• Disseminate surveys to faculty and students.

• Coordinate & compile survey data.

• Monitor NH Board of Nursing approval status for adjunct faculty with temporary nurse educator approval:

• Prepare and send documentation to the NH BON when temporary nurse educator license approval is expiring demonstrating progression toward degree completion and request extensions as needed.

• Update Adjunct Faculty database with updated approval status.

• Mass Board of Nursing placement information:

• Provide documentation to the MA BON at the beginning of each semester for student clinical placement in the State of Mass.

Administrative Support to Undergraduate faculty

• Word process Undergraduate course syllabi, and other course materials for the Undergraduate faculty.

• Upload syllabi and final exams or alternatives form to online repository.

• Track student clinical attendance and student notices.

• Provide evaluation materials for faculty and students.

• Answer questions, inquiries as needed, sometimes involving research.

• File student clinical evaluations, clinical warnings, acknowledgements, and agreements.

Nurse Think

• Serve as liaison with the Nurse Think team.

• Submit required documentation.

• Review billing to ensure accuracy.

• Ensure all students receive access to Nurse Think testing and materials.

• Order and distribute Nurse Think materials to faculty and students

• Update student placement as needed.

• Coordinate and proctor challenge exam testing for applicants.

• Maintain file of challenge exam test results.

• Distribute test results to advisors.

Student Support

• Prepare LNA/LPN letters, RN MA Certificates of Graduation, and proof of program completion for licensure as needed.

• Assist students as needed with questions, problems, requests.

• Maintain information on RN/LPN/LNA licensure in New Hampshire and Massachusetts

• Keep in contact with the Board of Nursing.

• Keep up to date on licensure procedures.

• Post relevant information on Canvas.

• Coordinate Nursing pin orders.

General Office

• Coordinate updating of faculty schedules for Division each semester.

• Submit maintenance requests via website.

Shared General Office Duties

• Participate in staff meetings to review procedures and policies of the Division.

• Assist with pickup and deliver mail.

• Assist with mail delivery to 3rd floor faculty lounge daily.

• Assist in telephone coverage for the Division.

• Assist other office staff during peak times.

• Assist in covering for other Administrative Assistants during vacation periods.

• Assist faculty with room reservations.

• Assist with ad hoc projects, mailings, events etc.

• Provide hospitality to all guests and help to create a welcoming environment.

• Dress in professional attire.

• Other duties as assigned.

• Two to four years of administrative experience, Associates Degree preferred

• Proficient computer skills, including MS Word, MS Excel (Pivot Charts), MS Access & MS Outlook

• Excellent organizational, interpersonal and communication skills, as well as a strong attention to detail.

• Able to maintain a high level of integrity and discretion in handling confidential information.

• Strong verbal and written communication skills.

• Exceptional organizational skills and impeccable attention to detail.

• Ability to work well within a cross-functional team environment.