Administrative Assistant - School of Nursing

Kentucky State University•Frankfort, KY

1d•Onsite

About The Position

Under direct supervision of the Program Administrator for the School of Nursing, the Administrative Assistant provides a variety of office support and administrative duties for the, which are sometimes confidential in nature. This role is essential for ensuring the efficient operation of the office and facilitating communication and coordination within the department and with external stakeholders. The Administrative Assistant will manage daily office activities, handle correspondence, schedule appointments, and assist with project management. This position demands excellent organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.

Requirements

Exceptional ability to manage multiple tasks and prioritize workload effectively.
Strong verbal and written communication skills, with the ability to convey information clearly and professionally.
Proficiency in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment.
High level of accuracy and attention to detail in managing documents and information.
Ability to anticipate needs and solve problems proactively.
Strong interpersonal skills, with the ability to work well with a diverse team and interact positively with all levels of staff and external contacts.
Ability to handle sensitive information with discretion and maintain confidentiality.
High school diploma or equivalent required.
Minimum of 2 years of experience in an administrative or office support role.
Proficiency in office software and equipment, strong organizational and communication skills.

Nice To Haves

Associate’s or Bachelor’s degree in Business Administration, Office Management, or a related field.
Prior experience in a similar role within higher education.
Advanced skills in using Microsoft Office Suite and familiarity with project management software (e.g., Asana, Trello).

Responsibilities

Coordinate and manage office activities and operations to ensure efficiency and compliance with organizational policies.
Maintain office supplies and equipment, ensuring that inventory levels are adequate and equipment is operational.
Maintain office files, telephone and mailing lists, and monitor office expenditures to ensure purchases remain within budget.
Provide comprehensive administrative support to department staff and the Administrator, including preparing documents, managing calendars, handling correspondence, and maintaining confidential records.
Prepare formal reports, divisional and board reports, grant reports, and meeting minutes within established deadlines.
Create and process forms such as purchase orders, requisitions, travel arrangements, budget transfers, printing requests, and check requests for staff, faculty, guests, and students.
Schedule and coordinate meetings and appointments, including reserving conference rooms, organizing meeting materials, sending out notices, and arranging catering.
Serve as the recorder and minute-taker for College and departmental meetings as necessary.
Evaluate incoming correspondence to determine matters requiring the Administrator’s immediate attention.
Support the student conduct management process by contacting students, scheduling meetings or hearings, managing student correspondence, maintaining reports of student conduct violations and referrals, and handling the intake of student complaints, appeals, and grievances.
Collaborate with Disability Services staff by receiving confidential documentation, scheduling student appointments, and conducting follow-up communication to support students with accommodations.
Serve as a primary point of contact for internal and external stakeholders, responding to inquiries and providing information via telephone, email, and in-person communication.
Greet and assist visitors, ensuring a welcoming and professional office environment.
Respond diplomatically to challenging student interactions and complaints, de-escalating potential conflicts and maintaining a calm and courteous atmosphere.
Communicate with students regarding various matters, including coordination with departments such as Security for Lost & Found items.
Assist with special projects, assignments, and college events such as the Annual Academic Honors Convocation, Commencement, New Student Orientation, and other departmental functions.
Support department projects by managing timelines, coordinating resources, tracking progress, and ensuring successful execution.
Assist in monitoring and managing department budgets and expenditures.
Process invoices, expense reports, and other financial documents accurately and in a timely manner.
Greet and assist visitors, providing a welcoming and professional impression of the department.
Handle inquiries and complaints with professionalism, escalating issues to the appropriate person as necessary.
Maintain confidentiality in all matters related to the Dean’s office, including organizational planning, student conduct issues, personnel records, salary and benefits information, and other sensitive matters.
Demonstrate professionalism and discretion in handling all responsibilities.
Other related duties as assigned.