NURSING - Admin Asst Nursing

Job Classification

  Hourly 3/4-time (30-34)

Position summary

The administrative assistant is responsible for a variety of 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 budget, managing correspondence with clients, recruits or other outside parties, collecting/ maintaining assessment documents, confidential files, and spreadsheets. They are required to have extensive computer knowledge to maintain program files, spreadsheets, manipulation of web-based applications, and conduct research as needed to support accreditation activities.

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


• High degree of integrity and confidentiality


• Skilled with customer service principles


• Ability to work effectively with a diverse group of individuals


• Advanced computer skills with excellent typing accuracy and speed


• 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 the Clinical Director with arrangements and contracts for new clinical sites.


• Assist as needed to arrange liability insurance for clinical facilities.


• Gathers, prepares, and monitors required clinical education information


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


• Maintains clinical education files according to department records management guidelines.

Admissions 10%

• Coordinates students’ application process for the department and acts as contact person and general advisor for the 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 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 for the purpose of maintaining accurate account balances.


• Assist with budget administration, coding and expense report.


• Provides regular 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 Interdepartmental Charges (IDCs).

Office Support 20%

• Drafts contracts and facilitates ‘onboarding’ of new and adjunct faculty with direction from Department Chair.


• Performs office tasks including, but not limited to, file maintenance, preparing meeting materials, and creating and maintaining databases and spreadsheets.


• Provides support for the office. This includes making travel arrangements and, maintaining department inventory and supplies, and preparing requisitions for supply and equipment orders.


• Attends regular faculty meetings and may record minutes of meetings as needed


• Assists in the orientation of new staff, faculty and students by planning for and providing them with the necessary documents and materials for orientation.


• Liaises with and assists department chair and program directors as required to ensure smooth functioning of department activities like pinning, dedication, certificate, and graduation.


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


• Coordinates and disseminates all internal and external material for department events and coordinates appropriate mailings or distribution as necessary.


• Performs other related duties in accordance with instructions from department chair.


• Responds to telephone calls and emails and routes or replies as appropriate.

Accreditation and Assessment Support 15%

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


• Develops and


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


• Maintains and updates program databases.


• Assists the Department Chair by updating the Department Student Handbook the web and distributes hard copy as appropriate.

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


• Bachelor 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 
Team player
Proficient in written and verbal communication in English
Possesses critical inquiry skills and judgement necessary to successfully interact with faculty, students, families and other program support staff

Physical demands

Regularly required to talk, hear, stand, walk, use hands and fingers. This role requires one to handle, feel, and reach with hands and arms
May require some lifting (at least 20 pounds), carrying, pushing and or pulling, some stooping, kneeling, crouching and or crawling, and significant fine finger dexterity

Work environment

Work is performed in a typical/ shared office environment with moderate noise level
This job is performed in a generally clean and healthy environment