What are the responsibilities and job description for the Admin Asst Nursing position at Andrews University?
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
Duties and responsibilities
Program Support 25%
Technical competencies
N/A
Interpersonal interactions
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.
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
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.
- 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
- 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
- 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
- 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
- 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
- Participates in interviews, evaluations, and recommendations of prospective student employees
- 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
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
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.
