Administrative Assistant - School of Nursing

Job Responsibilities

• Serves as point of initial contact for all School inquiries (phone, email, etc.) and student and community visitors.
• Greet and welcome visitors with a warm and professional demeanor.
• Answer and direct incoming calls, taking accurate messages and appropriately triaging.
• Maintain a tidy and organized reception area.
• Handle inquiries and provide information about the institution.
• Ensure security protocols are followed.
• Works with students to problem-solve scheduling conflicts.
• Affords assistance with scheduling: Appointments; Room reservations; Clinical/simulation calendar; Course offerings.
• Maintains department paper and electronic filing systems.
• Serves as liaison to facilities and for related work requests; provides follow-up.
• Affords assistance with department communications with prospective students.
• Affords assistance with special projects.
• Affords assistance with general meeting preparation and follow-up, including: Creating meeting agendas; Drafting minutes for Director/Dean approval; Organizing and scheduling follow-up actions.
• Collaborates with Career Services and administrative professionals of the SON to coordinate local employers recruitment efforts.
• Oversees outgoing and incoming mail.
• Affords assistance with general administrative support with support of student workers, such as photocopying, scanning, and filing.
• Maintains office supplies and ensures the reception area is well-stocked.
• Supports management services for the SON: Testing services; Compliance processes and procedures; Clinical preparation processes; Course Management System support.
• Orders, tracks, and maintains inventory of copiers and office supplies; Maintains department copier and shredder; Orders, tracks, and maintains copier and paper supplies; Assists faculty/staff with office needs.
• Prepares and assists with the preparation of reports and correspondence.
• Coordinates course evaluations, syllabi preparation, textbook adoption orders and orders desk copies, as needed, each semester for the traditional program.
• Tracks and compiles data for accreditation and other required reports.
• Maintains student and alumni directory information database.
• Assigns advisors in coordination with the Program Directors and Registrar.
• Hires, trains, supervises, and prepares payroll paperwork as related for student workers and Bell Interns.
• Participates in coordination of special projects for the School (e.g. conferences, accreditation proposals and self-study projects, community and campus events, guest lectures, etc.).
• Provides administrative services for nursing full-time and adjunct faculty.
• As an emergency substitute, fills role as standardized patient/assists with simulations as Event Planning.
• Assists with special projects and events as directed and supervised by Assistant Administrator Director (e.g. conferences, accreditation projects, advisory board meetings, community and campus events, guest lectures, etc.).

Requirements

• High school diploma or equivalent; some college or associate's degree preferred.
• Proven experience as an office manager.
• Proven experience serving people.
• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to learn University & SON programs.
• Ability to work independently and as part of a team.
• Professional appearance and demeanor.
• Ability to handle confidential information with discretion.
• Positive attitude and a strong work ethic.
• Commitment to a Culture of Care.