Administrative Assistant - School of Nursing

Roberts Wesleyan University•Rochester, NY

20h•Onsite

About The Position

Provide administrative support and coordination to the Dean, Program Directors and Administrative Staff of the School of Nursing. Nursing Program and GPS Nursing Programs.

Requirements

High school diploma or equivalent; some college or associate's degree preferred
Proven experience as an office manager
Proven experience serving people
Excellent communication and interpersonal skills
Strong organizational and multitasking abilities
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and ability to learn University & SON programs
Ability to work independently and as part of a team
Professional appearance and demeanor
Ability to handle confidential information with discretion
Positive attitude and a strong work ethic
Commitment to a Culture of Care.

Nice To Haves

Candidates must have a Christian faith commitment consistent with the mission and ethos statement of Roberts Wesleyan University.

Responsibilities

Serves as point of initial contact for all School inquiries (phone, email, etc.) and student and community visitors.
Greet and welcome visitors with a warm and professional demeanor
Answer and direct incoming calls, taking accurate messages and appropriately triaging
Manage visitor sign-in and sign-out procedures
Maintain a tidy and organized reception area
Handle inquiries and provide information about the institution
Ensure security protocols are followed
Works with student to problem-solve scheduling conflicts
Assists with scheduling: Appointments; Room reservations; Clinical/simulation calendar; Course offerings
Maintains department paper and electronic filing systems
Serves as liaison to facilities and for related work requests; provides follow-up.
Assists with department communications with prospective students.
Assists with special projects.
Assists with general meeting preparation and follow-up, including: Creating meeting agendas, Drafting minutes for Director/Dean approval, Organizing and scheduling follow-up actions
With oversight of the Assistant Administrative Director, collaborate with Career Services and administrative professionals of the SON to coordinate local employers recruitment efforts
Oversee outgoing and incoming mail
Provide general administrative support with support of student workers, such as photocopying, scanning, and filing
Maintain office supplies and ensure the reception area is well-stocked
Under supervision of Assistant Administrative Director, supports management services for the SON: Testing services, Compliance processes and procedures, Clinical preparation processes, Course Management System support
Order, track, and maintain inventory of copiers and office supplies; Maintain department copier and shredder; Order, track, and maintain copier and paper supplies; Assist faculty/staff with office needs
Assist the leadership of the Nursing Club
Prepare purchase orders
Process check and reimbursement requests, monthly credit card statements, and other funding needs.
Assists with composition and preparation of reports and correspondence.
With oversight of the Assistant Administrative Director, Coordinates course evaluations, syllabi preparation, textbook adoption orders and orders desk copies, as needed, each semester for the traditional program. This includes, but is not limited to, setting up a tracking process, notifying faculty to begin process, making required revisions, sending to duplicating, sending evaluations for scanning, distribution to faculty.
With oversight of the Assistant Administrative Director, assists with tracking of student performance outcome measures and gathering and compiling data for accreditation and other required reports.
Assists with annual update of Student Handbook
Maintains student and alumni directory information database.
Assign advisors in coordination with the Program Directors and Registrar
Hires, trains, supervises, and prepares payroll paperwork as related for student workers and Bell Interns.
Participates in coordination of special projects for the School (e.g. conferences, accreditation proposals and self-study projects, community and campus events, guest lectures, etc.)
Provides administrative services for nursing full-time and adjunct faculty.
As an emergency substitute, fills role as standardized patient/assist with simulations
Assist with special projects and events as directed and supervised by Assistant Administrator Director (e.g. conferences, accreditation projects, advisory board meetings, community and campus events, guest lectures, etc.)