Department Assistant (Nursing)

UMass Boston•Boston, MA

About The Position

The Nursing Department Assistant provides advanced expertise in professional communication; financial management; regulatory compliance with national, state, and university policies; and research administration necessary to support the Department’s complex academic program portfolio. Will assist the department leadership with critical strategic and operational functions, including student progress monitoring, accreditation processes, and inter-program coordination. The Assistant role also oversees the development and management of professional communication channels, including social media platforms and departmental marketing communications, while maintaining prospective student databases. The Assistant role also plans and coordinates special events for the department, including faculty searches, department meetings, advisory board meetings, and assist with college wide events. This role will provide the professional-level administrative and communications expertise necessary to advance both the academic mission and the external visibility of the department.

Requirements

Bachelor’s degree required and a minimum of one to three years of experience in higher education is required
Familiarity with higher education and student record retrieval is strongly preferred
Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams, OneDrive) and other administrative software systems
Ability to use learning management systems such as Canvas
Ability to analyze and present data using spreadsheets, databases, and data visualization tools
Ability to use electronic forms, document management, and digital workflow systems (e.g., DocuSign, Adobe Acrobat Pro)
Ability to use spreadsheets to conduct mailings
Ability to work with diverse constituencies
Ability to work in a highly collaborative setting
Ability to prioritize multiple projects
Ability to prepare written reports, correspondence, and recommendations with attention to detail
Ability to understand the various requirements of licensure for various online nursing programs
Ability to work independently and efficiently
Ability to work under pressure and under timeframes
Ability to effectively interact with diverse faculty and student populations
Ability to access and enter data and produce reports from MCNHS information management systems and student information systems accurately
Strong written and oral communication skills
Strong organizational skills with attention to detail
Strong interpersonal skills, including the capacity to work cooperatively with a wide range of individuals
Strong commitment to customer service

Responsibilities

Provide routine administrative support for the Chair and faculty of the Department of Nursing, ensuring a high degree of confidentiality, precision and reliability
Compile, proofread and edit faculty committee minutes and assist the department chair with correspondence and other communication
Prepare and distribute reports generated by the chair; prepare spreadsheets, complete and track purchase orders and department budgetary commitments
Crafting professional, outward-facing content for social media and departmental marketing that represents the department and the university in a positive, consistent, and strategic manner
Coordinates external Advisory Committee meetings for the department, including scheduling, agenda preparation, and follow-up documentation
Preparing official correspondence and managing departmental communications to ensure alignment across programs on behalf of leadership, including scheduling and arranging for meetings, conferences and special events; establish and maintain a calendar of recurring tasks
Provide routine information to and coordinate efforts with both internal and external staff, as well as departments and agencies to exchange information, solve problems and/or facilitate progress of unit programs, functions and activities
Maintaining multiple productivity and tracking databases to support program effectiveness and accreditation needs, including confidential personnel records and department syllabi; organize documents and ensure that all files are current, accurate and accessible; maintain and keep current the computerized database of nursing department faculty
Complete, process and maintain a running log of disbursement vouchers, travel arrangements and reimbursements for department chair and faculty
Organize documentation for major personnel actions for transmittal to the Manning College of Nursing and Health Sciences (MCNHS) Dean, in accordance with standardized university policies and procedures
Supporting faculty in working with the Office of Research to prepare and submit grant applications, and assisting with the administration of active grant-supported projects
Tracks and monitors activities between the department and the MCNHS Research Office to ensure effective communication and timely follow-up
Assist the chair and department with recruiting activities, including assisting the chair with gathering data for hiring reports for faculty hiring
Responsible for maintaining the MCNHS intranet; upload documents and events pertaining to nursing department faculty and its committees
Serve as point-person for all new faculty hires and ensure that all new faculty hires receive e-mail and telephone access and appropriate office space, as well as access to required software applications, when appropriate
Respond to faculty requests regarding printing of course syllabi, handouts, exam needs and other administrative support needs
Supervise the work performed by work study students for the department, as needed
Assist with providing coverage of the college's main reception desk, as needed
Perform other duties as assigned