Nursing Office Assistant

About the role

This position provides administrative and operational support to the Nursing Department by coordinating clinical placements, assisting with academic scheduling, and supporting accreditation activities to ensure effective department operations.

Responsibilities

• Prepare the master schedule, including input related to classroom, campus lab, and clinical sites for review by Assistant Dean of Nursing and Directors.
• Assist with scheduling faculty and students at course level; assign student advisors; schedule students in absence of advisors for approval; distribute class rosters, schedules, and other pertinent materials; and collect, compile, and forward such materials to appropriate offices.
• Assist in general research projects (e.g., contact sources for data, compile statistics).
• Maintain up-to-date filing and retrieval system.
• Attend continuing education programs for self-improvement and program-related certifications.
• Act as liaison with clinical sites and affiliations to establish availability of clinical units, schedule the units with the agency for the students, and schedule rotations sites as required by the faculty.
• Monitor program compliance with clinical agency policies and procedures.
• Assess and update the status of clinical agency contracts for renewal as indicated.
• Collect and compile data from student, graduate, alumni, and other surveys for the purpose of outcomes assessments and program improvement.
• Assist with preparation of accreditation/approval materials and during site visits from ACEN and SBON.
• Prepare outside agency reports including grants, ACEN, and SBON for review by the Assistant Dean of Nursing and Directors.
• Track clinical requirements for students (e.g., drug screening, background reports) and notify appropriate faculty and director if deficiencies exist.
• Assist with grant proposals and follow-up activities.
• Assist with marketing and recruitment of students into all nursing programs.
• Assist with new student orientation as requested.
• Prepare student clinical placement schedules each semester for review by the Assistant Dean of Nursing and Directors.
• Coordinate the initial and ongoing orientation process for students in the clinical setting.
• Assist the Assistant Dean of Nursing to process the SBON portion of licensure applications for graduates.
• Facilitate office procedures by developing and implementing improved methods for completing the job requirements.
• Assist full-time and part-time faculty on day-to-day college policy and procedures (e.g., submitting timesheets, ordering textbooks).
• Maintain database for faculty qualifications and credentialing as required by the clinical agencies, SBON, and ACEN.
• Arrange orientation of new faculty to clinical agencies; remain available to new faculty for questions.
• Assist in arranging appropriate substitutes for coverage of clinical units.
• Compile, maintain, and update required data for SBON and ACEN annual reports.
• Collect and compile data related to admission criteria, minimum GPA requirements, and NCLEX results for Assistant Dean of Nursing and Directors to analyze.
• Provide secretarial support to Assistant Dean of Nursing and Directors as requested.
• Act as receptionist in office to welcome and provide information to visitors.
• Provide telephone and personal coverage for office.
• Assist with travel arrangements and completing necessary forms as requested.
• Schedule student appointments with Assistant Dean of Nursing and Directors when appropriate.
• Type letters, reports, and other items such as proposals, speeches, schedules, requisitions, etc.
• Receive, sort, and distribute mail; make determination regarding importance and timeliness.
• Maintain inventory of office supplies and instructional equipment; reorder as necessary.
• Assist with identification of student scholarship, graduation awards, and student speaker nominee.
• Assist with the selection and 24-credit process.
• Complete the required nursing ‘Complete Partnership’ training and assist full-time and part-time faculty with their products and reports.
• Collaborate with clinical agencies to set up student orientations, computer access, and confirm requirements.
• Arrange interviews for new nursing-related positions.
• Prepare part-time teaching agreements, pay advises, excess overload forms, full-time faculty substitute pay, and low enrollment forms.
• Assist in preparation of job postings and Personnel Action Forms (PAFs).
• Assist in preparation of the nursing lab schedule.
• Input room reservations for lab and classes as required.
• Maintain and update SBON database with current faculty and clinical agency information as required.
• Prepare faculty block schedules and calculate credit/contact hours.
• Assist with budget development including part-time and overload assignments, MEL and Perkins requests, and regularly reconcile balances for cost center.
• Assist with keeping department meeting minutes uploaded into the workgroup.
• Contact vendors for prices and order supplies.
• Maintain the contents of the Nursing Program's website.
• Advise the Assistant Dean of Nursing and Directors of the need for upgrades/updates of program space and equipment.

Requirements

• Associate's Degree in Office Technology or related discipline, or equivalent combination of education and experience.
• Three (3) years of secretarial/administrative experience to include data processing/data entry, or a degree in Office Technology, or equivalent combination of experience and education.
• Experience with nursing education and clinical requirements.
• Experience preparing compliance reports for Accreditation Commission for Education in Nursing (ACEN) and the Pennsylvania State Board of Nursing (SBON) (preferred).

Skills

• Interpersonal skills necessary to deal effectively and courteously with faculty, staff, students, administration, affiliating-site personnel, and the public.
• Ability and willingness to adopt the philosophy of the Penn College nursing programs and serve as a role model to students, staff, and faculty.
• Functional ability with microcomputers and ability with and/or willingness to learn database and spreadsheet applications used in the office.
• Ability to work in a fast-paced, changing, challenging, and stressful environment.
• Knowledge of all office procedures and proficiency in spelling, grammar, composition of letters, typing, and filing.
• Ability to resolve routine problems with accuracy and composure.
• Ability to work with limited supervision and little verification where errors have minimal impact on organizational goals or finances.
• Capable of dealing with a variety of assignments simultaneously.
• Knowledge of departmental policies, procedures, and operations.
• Developed organizational skills to include ability to prioritize functions and time management.
• Familiarity with the ACEN self-study accreditation process (preferred).

Benefits

• Medical and dental insurance.
• Retirement plans.
• Paid time off.
• Educational benefits for employees and dependents at Penn College and Penn State University.

Pay

Hourly range: $19.00 - $24.00.