What are the responsibilities and job description for the MSN Administrative Assistant position at University of Rio Grande--Rio Grande Community...?
The University of Rio Grande is seeking an Administrative Assistant for its new Master of Science in Nursing (MSN) Program at the Salem (OH) campus. This full-time hourly position is availabe immediately and offered with a comprehensive benefit package including health insurance, retirement, life and disability insurance, paid leave, educational benefits, and all other benefits associated with a full-time employment.
Under general supervision from the MSN Program Director, provides general secretarial, clerical, and technical assistance to the MSN Program including schedules, types, proofs, prints, files, mails, scans, and photo copies various information; performs various receptionists’ duties; answers the phone and takes messages; maintains records, files and budgets accounts for the MSN Program (with official records kept at the main campus); maintains office supplies; assists with student registration; and performs other duties as required.
Principal Duties:
A. Administrative Support Services
Under general supervision from the MSN Program Director, provides general secretarial, clerical, and technical assistance to the MSN Program including schedules, types, proofs, prints, files, mails, scans, and photo copies various information; performs various receptionists’ duties; answers the phone and takes messages; maintains records, files and budgets accounts for the MSN Program (with official records kept at the main campus); maintains office supplies; assists with student registration; and performs other duties as required.
Principal Duties:
A. Administrative Support Services
- Schedules appointments and meetings with faculty.
- Gathers and compiles information for Dean, MSN Program Director and faculty.
- Types, proofreads, files, photo copies, etc. various correspondences, forms, reports, and written communications.
- Prepares and sends mail, packages, and materials including materials for MSN nursing program.
- Gathers information, compiles, keys, prints, and photocopies clinical rotation schedules.
- Maintains address lists of students and faculty; makes additions and deletions as needed.
- Takes notes at all meetings attended.
- Verifies with the appropriate people electronic version of notes are correct.
- Distributes electronic copies of notes/minutes to appropriate people/books.
- Creates new student orientation packet with appropriate paperwork.
- Speaks during new student orientation regarding medical files, background checks, drug screens, hybrid testing process and clinical preparedness.
- Creates a folder for each semester’s new student orientation paperwork.
- Collaborates with other secretary via master list of items turned in and items still needed from students before semester begins.
B. Receptionist Duties
- Answers incoming calls, screens, and directs calls.
- Takes and delivers messages to appropriate staff and faculty.
- Provides general information to callers when appropriate including inquiries regarding the MSN program.
- Picks up, sorts, screens, and distributes mail as needed.
- Screens, sorts, and distributes faxes.
- Greets and receives visitors; determines needs and provides necessary information or directs people to appropriate personnel.
C. Fiscal and File Management
- Compiles, prepares, stores, retrieves, and maintains files.
- Gathers and maintains lists of required forms and/or files of students including CPR certification, Hepatitis injections, MMR, Polio, Varicella, TDap, TB, Flu, Medical History Form, FBI Background Check, BCI Background check, 10 panel drug screen, orientation paperwork
- Appropriately files all student medical information and makes sure it is up to date
- Creates and maintains master spreadsheet of all required student information
- Provides students proper notification when medical file items are about to expire
- Checks records bi-weekly to ensure that all files are current
- Submits required documentation to clinical affiliates
- Informs MSN Program Director and other relevant staff and faculty of any student with medical information not submitted by requested deadline.
- Maintains office supplies including forms and booklets.
- Purchases office supplies as necessary.
- Submits purchase orders and travel expenses as required.
- Assists MSN Program Director with related budgets and reports.
D. Evaluation Management
- Creates evaluations for all MSN nursing courses, faculty, clinical instructors and agencies with the related software prior to date of release.
- Assigns all appropriate surveys to each individual student, to ensure proper data collection.
- Tallies all semester evaluations and places in electronic format.
- Files all evaluation results.
- Distributes evaluation results to appropriate faculty and staff.
E. Other Support Services
- Assists with student registration.
- Monitors exams for faculty as needed.
- Assist faculty in preparing course materials for faculty as needed.
- Disposes of old exams and other confidential papers by shredding or other means.
- Provides general and clerical assistance for student registration.
Knowledge, Skills, and Abilities:
- Knowledge of modern office procedures and methods including record keeping and filing systems.
- Knowledge of modern business communications, including style and format of letters, memoranda, reports, and documents.
- Knowledge of department fiscal policies and procedures.
- Knowledge of personal computers and associated software.
- Knowledge of University policies and procedures.
- Skill to use computer and associated software.
- Skill to write, or otherwise convey clearly and with technical accuracy.
- Skill to add, multiply, subtract, divide, and derive percentages.
- Skill to read, or otherwise understand directions, policies and instructions.
- Skill to use adding machine, calculator, copy machine, facsimile, computer, and other standard office equipment.
- Skill to communicate effectively.
- Ability to establish priorities, work independently and proceed with objectives without supervision.
- Ability to establish and maintain effective working relationships with supervisors, co- workers, constituents, and public.
- Ability to handle and resolve recurring problems.
Position Qualifications:
- Associate degree and 3 to 5 years of related experience in an office management environment (or equivalent combination of education and experience);
- Bachelor's degree preferred;
- Experience in Higher Education is desirable;
- Strong knowledge of modern office procedures and methods;
- Strong knowledge and experience with computer and software applications (including Microsoft Office);
- Excellent oral and written communication skills required.
- Candidates must be willing to participate in special training programs and classes (as required)
- Demonstrated ability to work with a diverse population, establish priorities, and work independently in a fast-paced office environment.
Application Instructions:
Applicants must send a cover letter detailing their interest and qualifications, resume, and the names and contact information of at least three professional references to Dr. Eyad Musallam, MSN Program Director, via the University's online application portal.
Review of applications will begin immediately. Position is open until filled. Background check and official transcripts required prior to hire. For additional information about Rio, please visit: www.rio.edu.
The University of Rio Grande/Rio Grande Community College is America's unique private/public institution of higher education designed to provide learners the opportunity to attain a high-quality, high-value education. Our personalized, learner-centered environment promotes successful lives, careers, and responsible citizenship. Rio is an Equal Opportunity Employer.
Applicants must send a cover letter detailing their interest and qualifications, resume, and the names and contact information of at least three professional references to Dr. Eyad Musallam, MSN Program Director, via the University's online application portal.
Review of applications will begin immediately. Position is open until filled. Background check and official transcripts required prior to hire. For additional information about Rio, please visit: www.rio.edu.
The University of Rio Grande/Rio Grande Community College is America's unique private/public institution of higher education designed to provide learners the opportunity to attain a high-quality, high-value education. Our personalized, learner-centered environment promotes successful lives, careers, and responsible citizenship. Rio is an Equal Opportunity Employer.
