Administrative Assistant III, Anesthesiology

Barry University•Orlando, FL

About The Position

The Administrative Assistant III for Orlando plays a pivotal role in managing the daily operations of the Anesthesiology Programs (entry-level DNP and post master’s DNP ). This position entails setting priorities, formulating processes, and facilitating the development of ideas and information to enhance the programs’ strategic vision to the Orlando site, faculty and students. Administrative and Managerial Support: Create and manage all Program and student evaluations, create workday activities for faculty and Adjuncts, manage HR onboarding, and create and manage the process of consulting agreements for the anesthesiology program. Assists program leadership with the distribution of correspondence relating to program information, administrative documentation forms, student records, accreditation forms, and verification forms. Maintains a database of withdrawals, leave of absence, and failed students. Tracks attrition and retention rates and inputs data in software to maintain student records (Typhon and the HUB applications). Provides support to the students and visitors via phone and in person, all while complying with the University policies and regulations, such as FERPA. Manages both entry-level and post masters DNP paperless filing system with direction from the Program Director. Maintains and distributes an accurate semester calendar of academic activities and course delivery times for five campus facilitators and all program faculty, including adjunct faculty. Collaborates with campus facilitators (Orlando, Ocala, and Gainesville) to enhance hybrid learning deliveries and troubleshoots as needed. Collects Course Syllabi from faculty each semester and maintains a database. Monitoring full-time faculty licensure, national certification, health compliance documents, and CPR/PPD records. Attend all staff and administrative meetings for recording/ transcribing purposes. Assist with recruiting, orientation, and graduation events throughout the year as needed. Processes bulk registrations for all students in the entry level and post master’s DNP programs (200 entry level/20 post master’s DNP students). Processes student academic record requests such as: Education verification forms, Licensure verification forms, Official transcript clearance, Board of Nursing clearance, etc. Fiscal responsibilities include management of part-time and adjunct faculty activity pay and vendor contracts in Workday. Serves as Grant Liaison for the Anesthesiology programs: compiles and analyzes grant submissions, gathers data, monitors internal agency updates, prepares interim reports for submission, and interfaces with the Dean of Nursing with the Grant & Sponsored Programs department. This includes the annual HRSA Nurse Anesthesia Traineeship (NAT) grant. Assists the Program Director as needed with the internal and external affiliates of the University (including the University’s Legal Affairs department during contract and affiliation agreement development and execution) Coordinating program-specific events such as White Coat Ceremony, DNP Poster Presentations, Doctoral Graduation Dinner, etc. by: Contacting and negotiating with vendors Ordering supplies needed. Securing the attendance of guests Ensuring that the program event budget is met. Creating detailed run sheets for data collection purposes. Financial and Purchasing: Review and process office supplies and laboratory requisitions. Oversee maintenance of supply inventory. Work with vendors to obtain bids on needed equipment and present proposals to the Program Director Handle requisitions through Workday. Exam Proctor Monitor students during examinations. Distribute and collect examination materials Provide clear instructions and guidelines to students Ensure the testing environment is quiet and free from distractions Address any issues or disruptions that occur during the test Document and report any incidents of academic dishonesty Monitor the timing of the exam and ensure adherence to the schedule Assist students with procedural questions during the exam Ensure compliance with institutional testing policies and procedures

Requirements

High school diploma required; bachelor’s degree preferred
3–5 years of administrative or clerical support experience
Strong analytical skills, with excellent written and verbal communication abilities
Advanced proficiency with Microsoft Office and familiarity with learning management systems
Basic experience with: HUB - Internal Student Portal, Typhon, student data management/reporting, and Workday

Responsibilities

Create and manage all Program and student evaluations
Create workday activities for faculty and Adjuncts
Manage HR onboarding
Create and manage the process of consulting agreements for the anesthesiology program
Assist program leadership with the distribution of correspondence relating to program information, administrative documentation forms, student records, accreditation forms, and verification forms
Maintain a database of withdrawals, leave of absence, and failed students
Track attrition and retention rates and inputs data in software to maintain student records (Typhon and the HUB applications)
Provide support to the students and visitors via phone and in person, all while complying with the University policies and regulations, such as FERPA
Manage both entry-level and post masters DNP paperless filing system with direction from the Program Director
Maintain and distribute an accurate semester calendar of academic activities and course delivery times for five campus facilitators and all program faculty, including adjunct faculty
Collaborate with campus facilitators (Orlando, Ocala, and Gainesville) to enhance hybrid learning deliveries and troubleshoots as needed
Collect Course Syllabi from faculty each semester and maintains a database
Monitor full-time faculty licensure, national certification, health compliance documents, and CPR/PPD records
Attend all staff and administrative meetings for recording/ transcribing purposes
Assist with recruiting, orientation, and graduation events throughout the year as needed
Process bulk registrations for all students in the entry level and post master’s DNP programs (200 entry level/20 post master’s DNP students)
Process student academic record requests such as: Education verification forms, Licensure verification forms, Official transcript clearance, Board of Nursing clearance, etc
Manage part-time and adjunct faculty activity pay and vendor contracts in Workday
Serve as Grant Liaison for the Anesthesiology programs: compiles and analyzes grant submissions, gathers data, monitors internal agency updates, prepares interim reports for submission, and interfaces with the Dean of Nursing with the Grant & Sponsored Programs department
Assist the Program Director as needed with the internal and external affiliates of the University (including the University’s Legal Affairs department during contract and affiliation agreement development and execution)
Coordinate program-specific events such as White Coat Ceremony, DNP Poster Presentations, Doctoral Graduation Dinner, etc. by: Contacting and negotiating with vendors Ordering supplies needed. Securing the attendance of guests Ensuring that the program event budget is met. Creating detailed run sheets for data collection purposes
Review and process office supplies and laboratory requisitions
Oversee maintenance of supply inventory
Work with vendors to obtain bids on needed equipment and present proposals to the Program Director Handle requisitions through Workday
Monitor students during examinations
Distribute and collect examination materials Provide clear instructions and guidelines to students
Ensure the testing environment is quiet and free from distractions
Address any issues or disruptions that occur during the test
Document and report any incidents of academic dishonesty
Monitor the timing of the exam and ensure adherence to the schedule
Assist students with procedural questions during the exam
Ensure compliance with institutional testing policies and procedures

Benefits

Barry University offers a comprehensive benefits package to full-time employees that includes health, dental, vision, life insurance, retirement, tuition assistance, paid time off and work/life balance initiatives such as wellness programs, spirituality in the workplace, and training and development.
Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.

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