Administrative Assistant to the Department of Nursing Chair

Saint Vincent College•Latrobe, PA

6d•Onsite

About The Position

Provide quality administrative coordination and clerical support within the Department of Nursing in support of all nursing programs, initiatives, and projects, including clinical placements.

Requirements

Computer literacy, demonstrated competence with Microsoft Word, Excel, Forms, and Teams including strong Excel skills, and proficient with Microsoft Forms and other Microsoft applications.
Experience with Learning Management Systems.
Demonstrate professionalism on behalf of the Department and work on highly sensitive information daily.
Excellent organizational skills, with an ability to prioritize important projects.
Strong attention to detail and outcomes.
Excellent verbal and written communication skills.
High School education and formal administrative assistant training.
Minimum of 2 years in a professional office environment requiring demonstrated competence in general administrative experience

Nice To Haves

Associate or Bachelor’s degree preferred.

Responsibilities

Manage the Department of Nursing office in an efficient and organized manner.
Assist students, parents, faculty, and administrators on academic matters.
Functions as first point of contact for the Department, assuring professional response and environment.
Maintain complete confidentiality regarding student, parent, and faculty information.
Interact and work effectively with administrative support staff in the Boyer School, Office of the VPAA, Admission Office and others.
Prepare a variety of documents such as correspondence, reports, database lists, forms, etc.
Format documents accurately and according to specifications using standard computer and software applications.
Verify documents for completeness and proofread for accuracy, grammar and spelling.
Prepare data reports and correspondence such as communication regarding clinical placement opportunities and requirements.
Organize and maintain Department personnel records.
Assist with HR needs, onboarding and orientation of new personnel.
Arrange meetings and contact participants concerning time, place, purpose and preparation for meetings as requested by the Chair and faculty. Meetings include Nursing Advisory Council, Curriculum Committee, and Total Nursing Faculty meeting, among others.
Take minutes at Department of Nursing meetings. Prepare finalized minutes within 1 week of the meeting.
Act as liaison for organizations providing nursing student clinical placements, maintaining compliance with the individual organization screening, testing, and reporting requirements.
Attend the training required to assure the department is meeting expectations to preschedule and identify the correct location and number of students for each clinical placement, as per the curriculum plan. Clinical placements occur throughout the 12-month calendar cycle.
Pull transcripts, student schedules, student program evaluations from College and Class lists. Create and maintain ongoing database for each entering nursing class. Learn and maintain skilled use of the Slate system. Generate various reports from Colleague as requested.
Assist Department Chair in the management and monitoring of the Nursing Department budget to meet established levels and budgeted dollar amounts.
Assist Department Chair with coordination and organization of documents and data reports (across all semesters) necessary for CCNE accreditation.
Knowledge of Saint Vincent College Department of Nursing academic policies and procedures and other information outlined in the College Bulletins, including but not limited to admission and progression requirements, academic dishonesty, transfer into and withdrawal from the program, disability accommodations, student class absences, core curriculum requirements, graduation and NCLEX testing requirements.
Assist in coordinating Nursing Department faculty/staff for SVC Admissions events and Boyer School recruiting events.
Support coordination of special events, including Summer DE-MSN orientation (May) and Freshman Orientation (June), Founders’ Day Honors Convocation (November), Spring Honors Convocation (April), and Commencement (May and December). Coordinate nursing student Stethoscope/Blessing of the Hands ceremony (Fall) and Pinning ceremony (Spring).
Support faculty needs associated with SNAP and Sigma Theta Tau activities. Learn and effectively utilize required health screenings, clinical placement assignments, and tracking software or systems such as ATI, Rotationstation, and Typhon. These are predominantly coordinated during the summer semester.
Maintain Chair’s schedule, set appointments, organize schedule according to established priorities and remind her/him of appointments and necessary preparation.
Prepare advising folders for all incoming freshman (Fall semester), DE-MSN students (Summer semester), and transfer nursing students (all semesters) for distribution to their faculty advisors.
Greet visitors. Respond to general inquiries and provide referrals to the appropriate resource. Receive, screen, direct and follow up on telephone calls. Take and relay accurate and confidential messages from students, parents, faculty, and administrators.
Carry out routine administrative tasks such as taking inventory and ordering office supplies for the Department of Nursing. Prepare various other office functions such as sorting, filing and retrieving files or documents, photocopying and assembling documents, posting notices and receiving, distributing, addressing and sending mail.
Maintain a positive and proactive approach with assigned tasks and possess excellent problem-solving skills. Recognizes the Department of Nursing as a key component of the Boyer School and contributing to the function of the college with the need for confidentiality in the role.
As assigned by the supervisor
Supervise and support the work of any work study students.