Executive Assistant to the Dean of Health and Natural Sciences

DUTIES AND RESPONSIBILITIES
Employees in this position, performing the full range of secretarial duties, function as a secretary coordinating office activities for the Health Sciences Department. They participate in and supervise the performance of a variety of clerical tasks, perform secretarial tasks, and participate in management support activities through application of a body of knowledge related to instructions, (procedures, practices, manuals or other specified instructions), guidelines, (policies, rules, regulations or laws), and office equipment (computer, fax, photo-copier).

• This position provides support to the Dean of Health and Natural Sciences, Director of Allied Health, and students in the Nursing, Allied Health and Science programs.
• Examples of tasks performed by this position include:
• Maintain and monitor student records, courses completed, student progress and other information needed to maintain accreditation records and standing for allied health and nursing students.
• Maintain and monitor student records through a computerized tracking system to ensure that students meet all prerequisites, are appropriately ranked, and graduates meet all degree requirements.
• Maintain statistical records for program accreditation/Michigan Department of Licensing and Regulatory Affairs (LARA).
• Maintain department websites, brochures, advertisements, and marketing materials for the programs, other than those maintained by the Information Technology, marketing, and publications department.
• Organize the office and maintain computer, Etrieve, and physical files to document information. Identify any problems to the Dean of Health and Natural Sciences/Director of Allied Health.
• Handle all correspondence coming into and leaving the department in a polite and professional manner.
• Assist in planning of departmental or other events that promote department programs; schedule spaces, equipment and supplies. (Examples include Health Education and Career Fair, Mi Career Quest, Orientation, Re-Bootcamp, Explore the Oaks, breakfast for Year 1 Nursing Students, Allied Health Student Social, and Health Sciences Pinning).
• Collect and maintain records for students in the programs such as CPR, criminal background checks and immunization records.
• Assist in planning and organizing the MA Advisory Board and Division of Nursing Advisory Board and Division of Nursing meetings.
• Take minutes at all meetings held by the Nursing, Allied Health, and Sciences departments.
• Maintain Allied Health Advisory Board and Division of Nursing Advisory Board member’s contact information: phone numbers and emails.
• Maintain a calendar for the Dean of Health and Natural Sciences; set up meetings and schedule appointments, including all student advising sessions.
• Support faculty and staff with ordering and stocking of supplies in the offices and labs for Nursing, Allied Health, and Sciences.
• Provide initial information about programs to new students. Maintain and distribute new student packets including student handbooks for Nursing, Allied Health and Sciences.
• Set up contacts for graduation photos.
• Assist with documentation required by the State Board of Nursing, and other licensing boards and accrediting bodies.
• Serves as liaison between nursing clinical sites/faculty/nursing students. Inputs clinical rotations, and student data into multiple software programs utilized by clinical sites.
• Sets appointments for out of state fingerprinting through Identigo System and drug screens through Myescreen Program for Allied Health and Nursing Students.
• Serves as Local Agency Security Officer, (LASO), for the Allied Health and Nursing Departments for CHRIS, (Criminal History Record Information System), from the Michigan State Police.
• Maintains rosters for Kaplan cohorts for nursing students.
• Maintains spreadsheet for usage to update MiTC Training Website in July yearly for Michigan Works C N A , MA-C, and PBT programs participating in the Michigan Training Connect program.
• Monitors faculty immunization compliance for clinical instructors.
• Reconciles monthly credit card statement for Dean of Health and Natural Sciences.
• Maintains demographic nursing rosters that are distributed to advisors, financial aid, nursing faculty, and registration staff whenever there are revisions.
• Contacts students referred through Watermark and completes spreadsheet.
• Updates C N A packet and sends to C N A employers each semester.
• Other duties within the scope of this position as assigned by the Dean of Health and Natural Sciences and the Director of Allied Health.

REQUIRED QUALIFICATIONS:

• Associates degree (equivalent combination of education and experience may be substituted).
• Demonstrated keyboarding ability.
• Advanced knowledge in Microsoft Office Suite including Windows, Word, PowerPoint, Access, and Excel.
• Knowledge and skill in operation of computer, fax, photo-copier and other standard office machinery.
• A comprehensive command of grammatical structure, sentence structure, spelling, punctuation and the ability to compose, in good form, various correspondences.
• Excellent customer service skills including phone etiquette and interpersonal communication.
• Ability to multi-task several projects at the same time.

PREFERRED QUALIFICATIONS:

• One year experience in secretarial position.

HOW TO APPLY

Serious candidates should submit a cover letter, resume, contact information for three (3) professional references, and unofficial copies of transcripts.

Job Type: Full-time

Pay: From $15.46 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Experience:

• Clerical: 1 year (Preferred)

Ability to Commute:

• Centreville, MI 49032 (Required)

Work Location: In person

Salary : $15