Job Description for the Program Assistant for the Department of Nursing position. Review job description, requirements, and qualifications. Apply or register interest for the position.

About the role

The Program Assistant for the Department of Nursing provides support to faculty/staff in the department and is responsible for the overall day-to-day operations of the Department of Nursing.

Responsibilities

• Utilizing exceptional organizational, interpersonal, and customer service skills via phone, email, and individual contact.
  • Communicating with prospective students, current students, faculty, adjunct faculty, guest lecturers, alumni, and other community partners as needed.
    • Directing concerns (if they arise) to the correct party such as the program director, registrar, financial aid, etc.
    • Following FERPA guidelines
    • Verifying mailing addresses, mailing packages and certified letters, etc. to students and/or prospective students as needed
    • Providing timely and constructive feedback to the program director, faculty, and staff to better the program and/or each other
    • Communicating program updates with students
    • Maintaining department social media accounts and website
    • Keeping adequate records of department matters (department meetings, student rosters, class schedules, program retreats, and additional meetings per request of program chair or faculty) with timely completion of meeting minutes, including distribution to the faculty for review when complete
    • Oversee department of nursing student employees
      • Being present when our students are in the building (as much as possible, 8-5), especially during the 12-1 :00 hour when students are free and have concerns
      • Providing assistance to the DPON Department Chair, full-time and adjunct faculty, staff, students, and guest lecturers
      • Submitting fix-it for concerns noted throughout the building (by placing requests yourself)
      • Empowering others to complete fix-it request for things they have noted
      • Submitting IT requests for the set up and maintenance of faculty devices in the office suite
      • Empowering others to submit their own IT requests for things they need assistance within the classroom or otherwise
      • Communicating the academic calendar with the registrar
      • Sorting department mail
      • Maintain and organize workroom and storage inventory
    • Other duties as assigned.
• Budget tracking and management, including:
  • Ensuring all expenditures are allocated to the correct accounts
  • Keeping a record of course-level expenditures
  • Securing contracts and payments for guests
  • Keeping records of each faculty's professional development budget and spending for the fiscal year
  • Securing group memberships and purchases for nursing organizations as indicated
  • Placing and following up on purchase orders (from the university)
  • Operationalizing department events to include the annual program orientation, Pinning Ceremony, Graduation Brunch/Luncheon, and program retreats. Additionally, assisting with receptions and other events in the School of Health Sciences.
    • Securing spaces, catering, and technology needed
    • Ensuring fix-it or other requests are made
    • Creating and vetting the program
    • Ensuring the space is prepared adequately
    • Communicating with students re: ceremony details
    • Communicating with catering or securing catering for the activity, etc.
    • Being present to direct participants and provide oversight of ceremony
  • Onboarding new faculty, staff, and students
    • Arrange orientation for new faculty, staff, and students
    • Communicate important department info to appropriate parties

Requirements

Minimum Required Education And Experience:

• Associate degree (A.A.) or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination or education and experience required.
• 2 years of administrative support experience

Preferred Education And Experience:

• Bachelor's degree preferred

Qualifications

Knowledge, Skills, And Abilities:

• Proficiency with Microsoft Outlook, Word, and experience with Excel
• Strong interpersonal skills
• Strong verbal and written communication skills
• Strong time management skills
• Self-direction and motivation
• Ability to create and participate an inclusive work environment
• Ability to give and receive feedback, including personal goal-setting

Skills

Preferred Qualifications And Skills:

• Experience in higher education (university, community college, inclusive excellence, student affairs)
• Experience in communications, public relations, or marketing
• Experience with budget reporting