Administrative Specialist, Nursing

Gulf Coast State College • Panama City Main Campus, FL

3d • Onsite

About The Position

The primary function of this position is to support the Nursing Division by performing advanced administrative assistant and secretarial duties of considerable variety and complexity. Primary duties include collecting and maintaining information during the onboarding process for new employees, preparation of faculty overloads, preparing contracts and schedule cards for academic personnel, managing leave of absence forms/attendance reports, gathering data for and entering schedules for all nursing courses each semester. The Administrative Specialist, Nursing supports the Division of Nursing, the Academic Program Specialist, Program Coordinators, and instructional personnel for many nursing programs that award Bachelor degrees, AS degrees, and Career College Certificates. In addition to providing professional support to assist program personnel, assistance is provided to nursing student applicants, potential applicants, and enrolled students.

Requirements

• High school graduate or GED required (or Bachelors preferred)
• Extensive (5-10 years) administrative assistant experience required.
• Computer skills to include: MS Office applications, Adobe Acrobat, image editing applications, student database systems, and document retrieval systems
• All positions are sensitive requiring a background check.

Nice To Haves

• Bachelors preferred

Responsibilities

• Provide regular oversight and supervision to Nursing Senior Administrative Assistants in the Nursing Division; conduct annual reviews while offering direction for improvement in job performance
• Plan, coordinate, and preside over periodic Nursing Senior Administrative Assistant meeting
• Assist with the onboarding process for all new faculty and adjunct employees
• Prepare and submit faculty overloads and resulting employment agreements
• Create faculty schedule cards based on teaching assignments
• Revise schedules for all Nursing courses in Banner 9/Slate each semester
• Assist students in person, via email, and/or telephone with program information including registration, background check facilitation, program specific specialty nursing testing process, etc.
• Facilitate the development, negotiation, and maintenance of affiliation agreements for all Nursing programs
• Process student and employee accident/incident forms
• Prepare and process annual Nursing Division student liability insurance policies and field inquiries
• Assist faculty/staff with travel or professional development applications
• Maintain and order supplies while maintaining the Nursing Division budget
• Serve as Page Master for the Nursing Division web page and provide support for other program Page Masters.
• Update all program application information packets; ensure the current packet is available in an online format
• Utilize Argos to assist Division Chairs and Program Coordinators with data collection as requested
• Copy and maintain an ample supply of current program application information packets
• Maintain inventory and equipment records for the Nursing Division
• Assist with updates and maintenance of “Central Commons” and “Nursing Faculty Commons” in CANVAS with current documents and requests
• Record and disseminate minutes of monthly Coordinator and Division meetings
• Schedule, preside over, and record minutes of meetings with Senior Administrative Assistants
• Organize a regular schedule and share mail duty with Sr. AAs for the Nursing Division
• Prepare FreshService ticket work orders when necessary
• Assist with program pinning ceremonies as needed
• Assist faculty and Sr. Administrative Assistants with AdAstra room scheduling
• Schedule all activities and meetings in the Conference Room (HS 201) and HS 118
• Display informational notices throughout the building for special events as needed
• Organize and maintain “dead files” in chronological order; process for destruction according to established guidelines

Benefits

• An excellent work/life balance, with a standard work week of 37.5 hours/week!
• Retirement Plan and 403b or 457b savings plan that will allow you to plan for your future!
• An excellent state medical plan. ($50 individual and $180 for family)
• Additional benefits of dental, vision, short and long term disability insurances, and College-paid life insurance!
• Critical Illness, Cancer, and Whole Life insurance plans!
• Accrued annual leave, sick leave
• Tuition reimbursement opportunities!
• Opportunities to volunteer for committees to help in your professional growth!

What This Job Offers

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