Clerical Assistant 3 - School of Nursing (Internal Commonwealth U Employee Applicants Only)

This position is open to current Commonwealth University (Bloomsburg, Lock Haven, Mansfield) employee applicants only.

Commonwealth University of PA is seeking a Clerical Assistant 3 for the School of Nursing.

This position will provide support for the Chairperson of the Undergraduate Program and Simulated Learning Lab Center.

The home campus for this position is Bloomsburg.

About the Northeast Integration:

The integration of Bloomsburg, Lock Haven, and Mansfield universities is a bold investment in the communities and people of Pennsylvania. Our mission is to expand high-quality, affordable academic opportunities to support the needs of all learners.

Powerful ideas start here, carried by dynamic stories and voices, resulting in empowered students. Together, we provide financially responsible degree options that maximize experiential learning, career preparation, and efficient time to degree completion.

We're Honoring our History by preserving the founding principles of each campus and continuing our vibrant on-campus student experience, serving as pillars of our communities, supporting students and our neighbors alike.

We're Investing in Today by answering the greatest challenges facing higher education: accessibility, cost, quality, and relevance through the combined strength of our storied institutions.

We're Building a Powerful Tomorrow by boldly changing the trajectory of public higher education to position ourselves for growth, increased access, and to meet economic and workforce development needs in our region, across Pennsylvania and beyond.

The State System and its universities are committed to cultivating diverse, equitable, and inclusive environments that allow all members of the State System community to thrive.

• Actively supporting and promoting the intellectual and personal growth of our students, inside and outside of the classroom.
• Providing workshops, trainings, programs designed to broaden the knowledge and understanding of diversity, equity and inclusion within our campus community.
• Ensuring that all learning and living environments throughout our campus are welcoming and capable of serving all individuals.

Provides support for all 720 students currently in the undergraduate program.

Manages records, directs them to appropriate faculty who can answer questions.

Prepares by typing syllabi and other course materials; letters, student recommendations, memoranda, reports, forms and other documents from typed and handwritten copy.

Proofreads varying types of materials to ensure that information is grammatically correct, complete, consistent and adheres to agency rules and regulations prior to distribution

Organizes and creates graphic designs and brochure layouts and invitations for submission to a publisher or duplicating office. This includes all functions pertaining to the Undergraduate Program. (White Coat, Pinning, Graduation, Lectures).

When necessary, organizes undergraduate events and orders food, collects RSVP to provide adequate amounts.

Organizes and sets up formats and layouts for printing handouts, booklets, pamphlets, handbooks, etc. for submission to a duplication center.

Completes request for duplicating services and sends with materials for duplication. Follows up to ensure return of materials within required time frame.

Answers telephone, takes and distributes messages for faculty. Screens incoming calls for chair answering questions and providing information to students, prospective students and the general public regarding the nursing program. Refer calls as necessary to the chairperson/faculty.

Receives visitors, directs inquiries to specific persons, or makes appointments. Provides routine directions and general information.

Functions as lead manager in opening, reading, routing and distributing incoming mail.

Responds to general inquiries for information by assuring information requested is mailed, or may draft a reply.

Assists faculty members (both full-time and adjunct faculty) in accessing student data in the computer, and assists in resolving minor computer problems.

Prepares and completes various university forms including travel for faculty, food requisition, and duplicating requests as well as direct payment forms.

Coordinates travel and hotel arrangements for keynote speaker for the Faust Lectureship series. Interfaces with keynote speaker for final arrangements. Coordinates activities for students to meet with keynote speaker. Arranges for receptions and dinners. Designs invitations and brochures. Maintains expenditures for lectureship and processes applicable payment. Faust Lecture, arrange for space, food and the speaker accommodations as well as a meal off campus for our faculty to meet with speaker. Inform students of event and provide live streaming for other two campuses.

Manages and coordinates all arrangements for the annual White Coat Ceremony for sophomore students. Makes room, parking, and reception arrangements. Designs and mails invitations and maintains response list. Assists with the coordination of speakers and other distinguished guests. Designs the Program for the ceremony.

Supervises student representatives from the Student Nurses Association on the planning of the annual Pinning Ceremony. Designs the program, verifies speakers and distinguished guests’ attendance, orders flowers, processes paperwork for award monies, assists on the day of the ceremony, and interacts with Mitrani Hall representative on the coordination of the event.

Independently schedules all incoming freshman/sophomores for their core classes prior to students being able to schedule to assure they are in the correct class/section for clinical courses. Also attends orientation to assist chairperson in making sure that all students have a 12-credit schedule. Contacts all students to make sure they are aware of the orientation days/times. Provide them with pertinent information regarding the program and the expectations. Collaborates with registrar when students are transferring in courses to get them classes in another area that will work with their mandatory schedule. Holds meetings to assure students are competent in scheduling courses when necessary.

Arranges meeting with department chair when students are entering their sophomore year to review the requirements for their sophomore year. Coordinates with faculty and chairperson to have them attend as well. Provides them with information regarding clearances and explain to them that they will be using a company called Castle Branch. Will be sole person in charge of making sure all students are compliant with clearances and the clearances are kept current throughout their Sophomore, Junior and Senior year. Notify students and faculty/clinic adjuncts of deficiencies and make sure students do not attend clinical classes until all clearances are current. Independently makes decision(s) regarding clearances and what is acceptable.

Works independently with Castle Branch to make sure all student in clinical courses have all of the required clearances, also work with their administration to update clinical dates and requirements when necessary for deadlines. Provide administration with report daily to show who is deficient and any necessary issues that may arise. Contact all clinical faculty and make them aware of deficiencies as well as inform students and assist them in getting the clearances in a timely manner. At times, provides these clearances to clinical sites when necessary.

Assumes full responsibility for clinical onboarding for faculty. This will allow students access to several facilities they may be assigned to (Geisinger, Evangelical, Lehigh Valley) to allow students/faculty access to their systems while in clinical courses as well as assure sites that all necessary clearances are in place. Provide proof when site requests. Communicates with agencies to assure this is done correctly and in a timely manner to assure all students/faculty are able to attend when the semester starts. This required great attention to detail to assure that students are appropriately assigned to the correct facility and area. Provides students with information from clinical partners when requested.

Collects information from faculty necessary for SBON. This would include making sure licenses are current, CPR, CEU Credits and VITA. These all need to remain current, position makes sure to collect them from faculty when they expire. This is necessary for accreditation.

Arranges CPR course with instructor, responsible for informing students of dates/times, collecting money, coordinating with instructor to assure all students are in even sections.

Works with SLL Lab to assist in the hiring of student workers/Graduate Assistantships. Acts as back up for approval of time – scheduling Graduate Assistants.

Assists faculty/staff with travel as needed. This would include reserving hotel accommodations, vehicle reservations, conference registration, etc.

The Position Purpose and Description of Duties sections summarized above provide a representative listing only and should not be regarded as a complete statement of tasks performed by incumbents of this position. It should be recognized, therefore, that employees may be asked to perform job related duties in addition to those outlined above.

DECISION MAKING
This position requires decision making in answering questions from students, working with our clinical partners in onboarding all of our students into their database (this is for at least three different sites at present). Reviews all scheduling of courses to determine there are enough seats, over rides when necessary, will also be responsible for arranging of meetings with students each semester, determining dates, collects information necessary for accreditation. Arranges meetings for Undergraduate Department Chairperson, controlling their calendar.

FISCAL RESPONSIBILITY
This position is responsible for the day to day ordering for the department as well as the SLL Lab, getting quotes for merchandise needed in the lab, ordering supplies for faculty. This position also has to manage a purchasing card, and work with other office administration to assure funds are available for necessary purchases.

SUPERVISORY RESPONSBILITY
This position has the responsibility of hiring and training student workers who will be working with the undergraduate faculty/staff.

Minimum Experience and Training
One year as a Clerical Assistant 2; or One year of moderately complex clerical experience;
or An equivalent combination of experience and training.

Keyboarding skills are required.

Applicant must possess these skills, knowledge, and abilities or be able to explain and demonstrate that they can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

• Ability to learn many other programs associated with the duties of this position.
• Ability to identify problems and to work independently and collaboratively to resolve them.
• Ability to collaborate well with others to meet goals.
• Demonstrated willingness and ability to learn to use new technologies and different programs that our clinical partners may deem necessary to enter our students into their systems.
• Ability to adapt to unexpected challenges as they arise.
• Demonstrated ability to present ideas clearly and effectively, both orally and in writing.
• Ability to conduct thorough searches related to accreditation for three campuses.
• Skill in utilizing computers and in the preparation, typing, proofreading, and presentation of appropriate reports.
• Skill in the use of Microsoft Office applications, with special emphasis on Word and Excel as well as PowerPoint.
• Ability to communicate ideas clearly and concisely, orally, graphically, and in writing.
• Ability to instruct and advise student workers on the methods and procedures used in the School of Nursing.
• Ability to organize and prioritize work to meet established deadlines and provide work assignments for student workers when incumbent is not available.
• Ability to maintain confidentiality.

Appointment: Permanent, Full-time (37.5 hours per week)

The Pennsylvania State System of Higher Education provides a comprehensive package of employer benefits to eligible employees and their enrolled dependent(s), which include*:

• Medical and prescription drug benefits.
• Generous retirement plans, two options:
• Tuition benefits for employees and dependents.
• Paid time off (holidays, annual leave, sick leave, personal leave).
• Employer-paid dental and vision benefits.
• Employer-paid life insurance.
• Voluntary insurances and additional retirement programs.

• Specific benefits may vary based upon university, employee group and/or collective bargaining unit. Visit https://www.passhe.edu/inside/HR/syshr/healthcare/Pages/PEBTF.aspx for additional information regarding benefits.

A complete application includes an application addressing qualifications and experience for the position. Submit application materials via the Online Recruitment System by the last day to apply. Applications may be entered online by pressing “Apply” at the top of this job vacancy. Applications must be submitted by November 15, 2022.

Finalist(s) for this position must communicate well and successfully complete an interview process.

Prior to a final offer of employment, the selected candidate will be required to submit to a background check including, but not limited to, employment verification, educational and other credential verification, Pennsylvania Child Abuse History Clearance and criminal background.

Completing this search is contingent upon available funding.

The University prohibits any form of discrimination or harassment on the basis of sex, race, color, age, religion, national or ethnic origin, sexual orientation, gender identity or expression, pregnancy, marital or family status, medical condition, genetic information, veteran status, or disability in any decision regarding admissions, employment, or participation in a University program or activity in accordance with the letter and spirit of federal, state, and local non-discrimination and equal opportunity laws, such as Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Age Discrimination in Employment Act, the Americans with Disabilities Act and ADA Amendments Act, the Equal Pay Act, and the Pennsylvania Human Relations Act.

The University also complies with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crimes Statistics Act, as amended by the Violence Against Women Act (VAWA). Title IX prohibits retaliation for asserting or otherwise participating in claims of sex discrimination. VAWA imposes additional duties on universities and colleges to investigate and respond to reports of sexual assault, stalking, and dating or domestic violence, and to publish policies and procedures related to the way these reports are handled. The University has designated the Title IX Coordinator (Jennifer Raup, Elwell Hall, ORL, 570-389-4808, jraup@bloomu.edu or titleixcoord@bloomu.edu), to coordinate the University’s compliance with Title IX and VAWA and to respond to reports of violations. The University has directed the Bloomsburg University Police Department to coordinate the University’s compliance with the VAWA-related Clery reporting requirements. Additionally, inquiries concerning Title IX and its implementing regulation can be made to the U.S. Department of Education, Office of Civil Rights, Region III, The Wanamaker Building, 100 Penn Square East - Suite 505, Philadelphia, PA 19107; Phone: (215) 656-6010; Fax: (215) 656-6020.