Administrative Assistant - Nursing

Saint Mary's College

12h

About The Position

The Administrative Assistant – Nursing plays a key role in supporting the Nursing Department by providing advanced administrative and secretarial services. This position requires strong organizational skills, sound judgment, and the ability to work independently while managing a variety of responsibilities in a dynamic environment. This position is responsible for composing interpretive correspondence on behalf of the supervisor and providing factual information that requires a thorough understanding of departmental policies and procedures. The role includes supervising and coordinating the duties and workflow of assigned staff to ensure the efficient operation of the work area, as well as collaborating with other clerical personnel to maintain consistency in procedures and practices. Responsibilities also include preparing periodic reports of account expenditures and reviewing or revising brochures, announcements, and other informational materials related to departmental programs. The Administrative Assistant responds to inquiries from faculty, staff, students, and visitors, and supports academic operations by preparing course schedules, room assignments, and instructional materials. Clerical duties include typing, filing, scheduling appointments, screening calls, greeting visitors, and managing incoming and outgoing mail. The position may also involve overseeing limited administrative projects and maintaining accurate and confidential student records, including health, academic, and clinical files. Additional responsibilities include processing licensure applications, recording and distributing departmental meeting minutes, and maintaining contracts with clinical agencies, including organizing and routing documents for required signatures. The role also manages requests for supplies, equipment maintenance, and facility needs, maintains databases related to student performance, and processes course registrations. The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities and requirements.

Requirements

Graduation from high school or an equivalent combination of education and experience.
At least four years of responsible secretarial experience.
The ability to type accurately at the rate of 60 wpm.
The ability to use a personal computer for word processing and spreadsheet applications.
The demonstrated ability to independently maintain programs or administer ongoing projects.

Nice To Haves

The ability to maintain positive interpersonal relationships with students, faculty, staff and the public.
One year of experience which provides knowledge of the policies and procedures of Saint Mary's College.
The ability to communicate effectively.
The ability to project a positive public image.

Responsibilities

Composing interpretive correspondence on behalf of the supervisor
Providing factual information that requires a thorough understanding of departmental policies and procedures
Supervising and coordinating the duties and workflow of assigned staff
Collaborating with other clerical personnel to maintain consistency in procedures and practices
Preparing periodic reports of account expenditures
Reviewing or revising brochures, announcements, and other informational materials related to departmental programs
Responding to inquiries from faculty, staff, students, and visitors
Supporting academic operations by preparing course schedules, room assignments, and instructional materials
Typing, filing, scheduling appointments, screening calls, greeting visitors, and managing incoming and outgoing mail
Overseeing limited administrative projects
Maintaining accurate and confidential student records, including health, academic, and clinical files
Processing licensure applications
Recording and distributing departmental meeting minutes
Maintaining contracts with clinical agencies, including organizing and routing documents for required signatures
Managing requests for supplies, equipment maintenance, and facility needs
Maintaining databases related to student performance
Processing course registrations