Administrative Assistant

Gwynedd Mercy University•Gwynedd Valley, PA

25d

About The Position

Provides ongoing administrative support to the Frances M. Maguire College of Nursing and Health Professions, primarily supporting the Graduate Nursing and Speech-Language Pathology (SLP) programs, and assists other College programs and initiatives as needed. The Administrative Assistant manages information on SharePoint, maintains confidential student, faculty, and staff information and files, and serves as a resource for faculty and students. The role maintains accurate records, schedules appointments, arranges events, provides timely information to callers and visitors, and relieves officials of administrative details. The position supports Graduate Nursing and SLP program administration, including maintaining electronic student files and clinical placement records, coordinating clinical affiliate correspondence and contracts, scheduling and documenting faculty meetings, assisting with student progression letters, and helping prepare regulatory and accreditation reports. The role may also assist with training and work direction for new staff. Additional duties may be assigned by the Dean.

Requirements

Associate’s degree, or two years of related experience and/or training, or an equivalent combination of education and experience.
Ability to key at a minimum speed of 55 words per minute.
Proficiency with Microsoft Office Suite, including Word, Excel, and PowerPoint; Adobe Acrobat; and SharePoint.
Ability to use office procedures to organize workflow.
High attention to detail.
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
Ability to write reports, business correspondence, and procedure manuals, and to present information effectively and respond to questions.
Ability to perform basic arithmetic and calculate rates, ratios, and percentages, and interpret graphs.
Ability to interact effectively and professionally with others and maintain confidentiality, including of student and faculty records.
Ability to solve practical problems and interpret instructions provided in written, oral, diagram, or schedule form.
Ability to meet the physical demands described, including occasionally lifting or moving up to 25 pounds.

Nice To Haves

Bachelor’s degree preferred.

Responsibilities

Maintain the confidentiality of student, faculty, and staff information and files.
Compose, edit, and mail routine correspondence; file correspondence and other records; and maintain files and records.
Record meeting minutes upon request and maintain professionalism in all aspects of the job.
Greet visitors and callers, determine the nature of their business, and direct them to the appropriate person.
Collect information from faculty, staff, and students to respond to inquiries.
Provide information and service to College and University applicants and prospective applicants.
Assist with event planning and arrange travel schedules, reservations, business meetings, and conferences as needed for Graduate Nursing and SLP Program Directors.
Maintain Graduate Nursing and SLP student files electronically.
Assist Clinical Coordinators in maintaining spreadsheets of students’ health and background screenings and other documents needed for clinical or fieldwork placement.
Assist Program Directors and Clinical Coordinators with sending clinical affiliate letters and contracts for clinical and fieldwork placements.
Maintain detailed records of clinical contracts and update contracts and Certificates of Insurance for clinical and fieldwork affiliates.
Assist Program Directors with sending student progression letters and scheduling program faculty meetings; record minutes of those meetings.
Assist Program Directors in preparing annual Pennsylvania State Board of Nursing reports, CAA reports, and reports for accreditation bodies.
Perform additional duties assigned by the Dean.
May assist new staff members with training, planning and directing work, addressing complaints, and resolving problems.