The Administrative Assistant (AA) to the School of Nursing (SON) provides support to the Chair of the School. The AA plans, directs, and monitors office workflow. Performs systematic management of the SON office, schedules, arranges, and provides some administrative support for the SON Faculty. The AA records minutes for the SON Faculty Meetings and other meetings as directed by the SON Chair. The AA is a member of the Administrative Team and provides support and activities as requested by the Chair and Faculty. The AA reports to the Chair.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
Greet students and visitors, ascertain nature of business and conduct them to appropriate staff
Responsible for managing the day-to-day operations of the SON office, including coordinating schedules of graduate assistants and work study students
Responsible for maintaining, processing, and reconciliation of expenditures with the SON budget: including expense reports, purchase requisitions, etc
Provides some administrative support services for SON faculty, submitting books to the bookstore, special projects, and other projects as cleared by the Chair
Enters the schedules for the Baccalaureate in Nursing (BSN), Master of Science in Nursing (MSN) and Doctor of Nursing Practice (DNP) courses into the University system
Maintains SON databases: BSN, MSN, DNP, Alumni, and Adjunct Faculty
Files, organizes and updates student and departmental files and databases
Responsible for processing, distributing, and filing of contracts for SON adjunct instructors
Submits course book orders to the bookstore and orders faculty desk copies for adjunct faculty
Responsible for organizing special events (catering, invitations, etc.)
Submits requests for, maintenance, housekeeping work orders, etc
Places orders and maintains inventory to assure the availability of office and work supplies
Picks up, delivers, opens and sorts all incoming SON mail
Maintains a current presence on all school social media
Point of contact (when advisor or other faculty is not available) for information and assistance needed upon entering program: application, registration, health records, orders, shirts, name badges, scrubs. Setup and organize student files by incoming cohort as well as monitor health record requirements of all students assuring compliance in clinical settings every session.
Assist potential students with questions and material distribution about all SON programs via telephone and email communications
Collaborate with Admissions, Bursar, Registrar's, and Financial Aid offices in providing information to help resolve issues that may arise pertaining to charges of SON student accounts
Submit requests for contracts and overloads to HR, give brief new hire orientation on SON procedures assistance as needed, generate clinical agreements with facilities as needed if not on file
Ensures the security and confidentiality of student records and files in conformity with policies of the SON and the University
Responds to SON inquiries from potential students to the SON programs, alumni and members of the community
Manages the MSN application and interview process
Maintains contact and correspondence with new and current students
Works with the Chair, Program Directors and Marketing Department to create, update, and maintain marketing materials for all nursing programs, as well as social media
Prepares recruiting packets for faculty, registers for recruiting events
Assist faculty with items such as setting up and troubleshooting the Scantron equipment and copy machine maintenance
Keep the supply room organized and stocked with supplies
Assists with proctoring of entrance tests as needed
Other support work as assigned
SKILLS AND EDUCATIONAL REQUIREMENTS
Education: Two years of college or equivalent post high school office/business courses preferred.
Experience: Minimum of five (5) years secretarial responsibilities, two (2) of which were in executive or administrative assistant role. Experience as administrative assistant to manager/director in higher education preferred.
Demonstrates ability to function as an effective team member: to establish goals, develop plans, make decisions and follow through with directions to meet established outcomes. Must have excellent written and interpersonal communications skills. To read, write and converse clearly in English is required.
Organizational skills and ability to successfully prioritize multiple task responsibilities must be highly developed. Routinely edits own and others’ work to ensure correct and professional level documents are disseminated. Must have an understanding of math and basic statistical concepts related to financial management and budget development and monitoring.
Displays tact and diplomacy in all interactions and recognizes the value of customer satisfaction. Cooperates to solve problems, seek solutions, and promote a positive environment. Maintains direct confidentiality.
Able to adapt to a wide variety of staff, faculty, and students in an academic setting in day-to-day activities as well as periods of heavy workloads.
Ability to use various data bases and various monitoring systems to compile reports.
Excellent interpersonal skills maintain courteous and professional behavior in interacting with faculty, staff, students, university personnel, and public.
INTERRELATIONS Daily contact with administration, faculty, staff, and students.
Regular contact with the general public
Must be able to work with diverse populations
About Spalding University
Nestled in the midst of Kentucky’s largest city, historic Spalding University combines a rich history and a commitment to community service as we attract students who desire a high quality education in a very personalized setting. An engaged faculty serves nearly 2500 students at the bachelors’, masters and doctoral levels, providing quality, real-world learning in liberal and professional studies. Faculty, staff and students are united by the institutional mission: Spalding University is a diverse community of learners dedicated to meeting the needs of the times in the tradition of the Sisters of Charity of Nazareth through quality undergraduate and graduate liberal and professional studies, grounded in spiritual values, with emphasis on service and the promotion of peace and justice. With a focus on community service and leadership, Spalding offers all students a mission-driven connection to community and comprehensive learning resources while striking a distinctive balance serving the educational needs of both the traditional student and the working adult. In addition, our unique 6-week session delivery format affords students needed scheduling flexibility amidst other life resp...onsibilities. Spalding University is an Equal Employment Opportunity/Affirmative Action employer. The University complies with all federal, state and local equal employment opportunity laws. It is the University’s policy not to discriminate against any individual or group of individuals and to provide equal employment opportunity to all qualified persons regardless of race, color, national origin, age, disability, religion, sex, pregnancy, sexual orientation, gender identity, marital status, military status, veteran status or other protected status. All job offers are contingent upon successful completion of a pre-employment drug screening as well as a criminal background check.