Administrative Assistant, Carolyn McKelvey Moore School of Nursing

University of Arkansas System • Fort Smith, AR

3d • Onsite

About The Position

The Administrative Assistant position is responsible for providing administrative and clerical support to faculty and staff within the School of Nursing. This role involves managing various student records, coordinating program activities, assisting with accreditation reports, and supporting the daily operations of the department. The position requires strong organizational skills, attention to detail, and the ability to communicate effectively with diverse groups.

Requirements

• Formal education equivalent of a high school diploma.
• Two years specialized training or experience in clerical or secretarial field.
• Knowledge of grammar, punctuation, and spelling.
• Knowledge of general office procedures.
• Knowledge of word processing applications to include Microsoft Office Suite.
• Operate standard office equipment.
• Excellent customer service and interpersonal skills.
• Provide information and assistance to faculty, staff, visitors, students, and callers.
• Extract and organize information.
• Work effectively in a team environment.
• Possess skills to provide clear and concise communication, multi-tasking, and organizational abilities.
• Proof of legal authority to work in the United States on the first day of employment.

Nice To Haves

• A.A.S. degree in office administration or selected field.
• Administrative secretarial experience.

Responsibilities

• Maintains criminal background check, immunizations, COVID vaccination, TB skin test/waiver, drug screen, CPR certification and medical release records for students.
• Reviews student documents including applications and medical release forms for accuracy, completeness, and compliance with laws and regulations.
• Prepare documents for student registration for licensing examinations.
• Contacts local agencies for student award sponsorship.
• Prepares and assists with the organization of the School of Nursing awards programs.
• Drafts news release for speaker for School of Nursing Award Program.
• Works with clinical agencies bi-annually and as needed to solicit clinical units for courses.
• Schedule faculty and students for agency orientation and training as mandated by the clinical facility.
• Schedules orientation bi-annually for incoming school of nursing students.
• Prepares textbook and printed material orders.
• Proof, format, type, and edit nursing program syllabi.
• Maintains faculty office hour/clinical/class schedules.
• Assists in arranging advisory committee meetings by scheduling, mailing information, arranging meeting rooms, taking and maintaining minutes, etc.
• Researches various data storage and/or student records to obtain information and compiles data for reports.
• Composes and types routine correspondence and form letters, maintains activity logs and/or financial ledgers, and submits reports to supervisor.
• Provides information, assistance, and clarification to interested parties concerning agency/institutional policies and procedures.
• Maintains and files student counseling records and critical incident reports.
• Drafts annual accreditation reports to the Arkansas State Board of Nursing (ARSBN) and the Commission on Collegiate Nursing Education (CCNE) and other accrediting agencies after researching student records to obtain information and compile data for reports.
• Prepares and mails graduate and employer surveys at 6 month and 12-month intervals as mandated by accrediting agencies.
• Inputs faculty teaching and clinical schedules into banner.
• Compiles financial information used to formulate budget proposals and monitors the budget expenditures.
• Serves as secretary for varied School of Nursing committees, Admission and Advisement, Recruitment, Retention and Remediation, Curriculum, Assessment and Level Coordinator.
• Assists with the receipt and processing of admission applications for the School of Nursing.
• Schedules appointments and maintains calendar for the Executive Director of Nursing.
• Schedules rooms for classes, clinical, labs, and meetings.
• Acts as office receptionist when needed by greeting and directing students and visitors, directing incoming calls, responding to routine questions regarding policy and procedures or making referrals to other sources of information.
• Communicates with faculty and staff on behalf of the Assistant Executive Director of Nursing and/or the SON Executive Director of the School of Nursing and the Dean of the College of Health, Education, and Human Sciences as needed.
• Composes, proofreads, types and edits various documents including letters, memoranda, forms, and training materials.
• Prepares requisitions for departmental purchases, including lab equipment, lab supplies and equipment repairs.
• Makes travel arrangements.
• Notifies departmental faculty regarding deadline dates for evaluations and activities as necessary.
• Acquires necessary textbook desk copies for faculty and maintains a log of textbooks distributed to faculty.
• Proof, format, type, and edit SON Faculty and Student Handbooks.
• Maintains select outcome data (National Council Licensure Examination pass rates, retention rates, graduation rates, job placement) for the School of Nursing.
• Prepares and enters departmental work orders.
• Prepares PowerPoint presentations as requested.
• Maintains office equipment.
• Performs duplication and copying as needed.
• Orders and supplies paper for the school of nursing.
• Maintains sufficient supplies for the office and work unit by conducting a physical inventory, ordering, receiving and restocking supplies.
• Keeps computer lab printers stocked with paper.
• Assists faculty with typing, organization, and printing of tests as needed.
• Picks up materials and supplies across campus as needed.
• Unlock classrooms each day.
• Responsible for maintaining a positive work atmosphere by acting and communicating in a manner to foster teamwork.
• Requires consistent on-time attendance.

Benefits

• University contributions to health insurance
• University contributions to dental insurance
• University contributions to life insurance
• University contributions to disability insurance
• Tuition waivers for employees and their families
• 12 official holidays
• Immediate leave accrual
• Choice of retirement programs with university contributions ranging from 5 to 10 percent of employee salary.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED