NURSING - Admin Asst Nursing

Job Classification

  Hourly Full-time (35-40)

Position summary

The administrative assistant is responsible for various activities under the supervision of the Chair.  He/she demonstrates organizational skills and competence in various support services which may include (not limited to) generating reports, maintaining a budget, managing correspondence with clients, recruits, or other outside parties, and collecting/maintaining assessment documents, confidential files, and spreadsheets.  

Qualifications summary

• Strong organizational skills, with attention to detail and the ability to multitask, problem solve, and prioritize activities to meet competing deadlines


• Prior expense accounts/budgeting experience preferred


• Self-directed and independent while being a strong team player


• A high degree of integrity and confidentiality


• Skilled with customer service principles


• Ability to work effectively with a diverse group of individuals


• Advanced computer skills 


• Proficient with verbal and written communication skills

Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

Program Support 25%

• Works with and maintains data management and filing for program/projects


• Assists with the development of program materials


• Maintains documentation of processes and procedures for program handbooks


• Maintains faculty and students' electronic and hard copy files


• Develops and maintains an efficient filing system for program


• Maintains a tracking system of program decisions as reflected through departmental meetings.

Clinical Support 15%

• Maintains and updates required clinical documents with all clinical facilities and follows up on overdue clinical education materials from students and facilities


• Assists Clinical Director with arrangements and contracts for new clinical sites


• Assist as needed in arranging liability insurance for clinical facilities


• Gathers prepares, and monitors required clinical education information


• Assists the Clinical Director in the preparation of reports for curriculum/program review meetings.


• Maintains clinical education files according to department records management guidelines

Admissions 10%

• Coordinates students' app; and location process for the department and acts as a contact person and general advisor for prospective students


• Coordinates admissions activities related to preparing qualified applicants for each program


• Coordinates admissions activities with the other University Offices


• Assists Program Director with the development and revision of an academic plan for each student and communication of the plan to students

Financial 15%

• Assists with the oversight of financial budgets and expense accounts, processing payments and reimbursements


• Reconciles account balances for assigned budget categories to maintain accurate account balances


• Assist with budget administration, coding, and expense report


• Provides regularly updated budget reports to the department chair


• Verifies expense reports after completion of trips


• Verifies and reconciles expenditures for all faculty and staff (expense reports, check requests, invoices) and submits them for authorization and payment


• Follows up and requests adjustments to errors 


• Generates, reviews, and approves charges

Office Support 20%

• Facilitates onboarding of new adjunct faculty with direction from the Department Chair


• Performs office tasks


• Provides support for the office


• Attends regular faculty meetings and may record minutes as needed


• Assists in the orientation of new staff, faculty, and students


• Assists Chair and program directors with department activities


• Participates in recruitment and onboarding activities for students and faculty members


• Coordinates and disseminates all internal and external material for department events


• Performs other related duties following instructions from the department chair


• Responds to telephone calls and emails

Accreditation and Assessment Support 15%

• Organizes and maintains an electronic filing system for accreditation documents in department G drive


• Develops and maintains a tracking system of program decision


• Maintains and updates program databases


• Assists the department chair by updating handbooks and websites

 

Supervisory responsibilities

• Participates in interviews, evaluations, and recommendations of prospective student employees

Qualifications

• Minimum 1-year experience in office management/assistant role


• Experience with taking meeting minutes


• Proficiency in Microsoft Word, Excel, PowerPoint, Access, Adobe Acrobat


• Bachelors degree preferred


• Critical thinking


• Team player


• Excellent interpersonal skills and communication

Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

N/A

Interpersonal interactions

• Excellent interpersonal skills are required.  


• Team player


• Proficient in written and verbal communication in English


• Possess critical inquiry skills and judgment necessary to successfully interact with faculty, students, families, and other program support staff

Physical demands

May require some lifting (at least 20 pounds), carrying pushing and/or pulling, stooping, kneeling, crouching, or crawling, and significant fine finger dexterity.  

Work environment

Work is performed in a typical shared office environment with moderate noise levels.