Office & Admin Specialist Int (Graduate Nursing & HealthForce MN)

Winona State University•Rochester, NY

6d•Onsite

About The Position

This position provides comprehensive clerical and general office support to HealthForce MN and Graduate Nursing faculty, staff, and students. The role involves managing multiple requests and deadlines, communicating with various stakeholders, and assisting with a wide range of administrative tasks. Key responsibilities include coordinating logistics for meetings and events, maintaining departmental files, managing databases, supporting student application processes, and providing business administrative support for HealthForce Minnesota. The specialist will also perform other duties as assigned to ensure the smooth functioning of the department.

Requirements

Sufficient math skills to add, subtract, multiply and divide in reconciling budgets, and paying invoices.
Typing/Keyboarding (40 WPM) sufficient to type correspondence for the Department.
Data Entry Performance sufficient to enter data into applications used, as well as Access and Excel and manipulate the data.
English (Speaking and/or Writing and/or Reading Orally) sufficient to communicate with customers over the phone, in person and via email.
Word Processing sufficient to draft, edit and create correspondence.
Spreadsheets sufficient to pull student data from Excel and manipulate to create lists.
Database Management sufficient to maintain Typhon, Access and Excel database records and run queries and specialized reports.
Bookkeeping sufficient to provide daily oversight for the department budget.
Customer Service Skills sufficient to serve as the receptionist for the Department.
Ability to lawfully accept employment in the United States by the day employment begins.

Nice To Haves

Ability to demonstrate strong communication skills and public relations skills.
Demonstrated ability to work collaboratively with faculty, students and staff.
Demonstrated ability to utilize current technology including computers, web research, and phone conferencing.
Knowledge of Microsoft Office Products.
Experience with website management.
Demonstrated ability to learn new computer applications.
Extensive experience with database management, running queries and creating reports.

Responsibilities

Provide clerical and general office support to HealthForce MN, and Graduate Nursing faculty, staff, and students.
Prioritize and manage multiple requests, deadlines, and competing needs across HealthForce MN and Graduate Nursing.
Communicate with graduate nursing program, and HealthForce MN stakeholders regarding department matters.
Distribute both departments’ mail and send/receive intercampus mail.
Monitor HealthForce MN and Graduate Nursing email inboxes and answer general questions.
Assist faculty, staff, and guest presenters in printing/preparing class materials.
Create and send guest letters, campus maps, parking passes, and prepare/mail thank you letters.
Maintain email lists for HealthForce MN’s communities of practice.
Print HealthForce MN and Graduate Nursing documents.
Coordinate logistics for meetings, events, and programs (scheduling, materials, food, communication, and on-site support).
Orient new partners to Graduate Nursing Program and HealthForce MN Programs.
Prepare department correspondence.
Maintain departmental files (physical and electronic) with logical organization and access.
Attend regular team meetings, take notes including action items and send them to the team.
Prepare calendar invitations for meetings.
Maintain office equipment (order supplies and contact vendor for service as needed).
Manage assigned responsibilities related to grant processes for both departments.
Manage assigned tasks related to accreditation.
Serve as support and back-up for graduate nursing, CoNHS, and WSU-R OAS as needed.
Serve as support and back-up for graduate nursing Clinical Placement Coordinator as needed.
Serve as support and attend HealthForce MN events like: Scrubs Camp, HOSA, and advisory board meetings.
Maintain and manage databases and reports to support Department of Graduate Nursing operations.
Set up, manage and maintain clinical data repository (e.g., Typhon) for all graduate nursing programs.
Serve as a resource for faculty, staff, and students on how to upload documents, request preceptor additions, and run reports in Typhon.
Manage and support student access and use of Typhon.
Develop surveys as directed by faculty.
Set up, manage and maintain databases for tracking prospective student inquiries and communication.
Provide compliance data to clinical affiliates as directed.
Maintain, manage, and run reports from Typhon, Nursing CAS, IPAR, Access, Excel, and other databases.
Monitor, track, and communicate student compliance with clinical requirements.
Provide program coordinators/course faculty timely reports on missing documentation.
Ensure data accuracy by verifying credentials and information.
Maintain and manage tracking of preceptor and student information, guest lecturers, and other department initiatives.
Prepare and distribute preceptor thank you letters and ANCC preceptor verification forms.
Maintain student admission data, clinical hours, preceptor and clinical site data required for accreditation.
Monitor expiration dates, initiate and manage contracts for supporting tools.
Manage grant processes including data collection, database management, reports, training, and disbursement of funds.
Provide business administrative support for HealthForce Minnesota.
Generate cost center reports in Workday, update department cost center spreadsheets and review with Executive Director.
Reconcile invoices and report discrepancies.
Track and follow up on key administrative deadlines.
Prepare and send invoices, accounts payable, receivable documents, and complete tasks in Workday.
Gather documents and information needed to set up contracts and intra-agency agreements.
Set up and execute contracts and intra-agency agreements.
Document business administrative processes and update as needed.
Serve as a point of coordination between HealthForce staff, system office, and external partners for administrative processes.
Identify opportunities to improve and streamline administrative and financial processes.
Provide support for student application and admission process.
Communicate with prospective students and assist with the application process.
Respond to program inquiries and requests for information.
Manage and facilitate the processing of applications for admission.
Email applicants a list of documents they have yet to submit.
Schedule, publish, and attend prospective student events.
Ensure department website has accurate instructions and guidance for application processes.
Liaise with NursingCAS to ensure applications are ready and to problem-solve.
Assign applicant files for faculty review and troubleshoot.
Collaborate with program coordinators to assign faculty and schedule applicant interviews.
Prepare letters of acceptance and non-acceptance.
Track student responses to admission offers and report reasons for declination.
Communicate with clinical partners or programs regarding student status/eligibility.
Prepare relevant student files and upload them to Knowledge Lake.
Provide students with information on how to complete national and MN Background Study Clearance.
Monitor background checks and work with department chair to ensure clearance is documented.
Collaborate with the School of Graduate Studies to support applicants.
Coordinate work with the Department of Graduate Nursing Chairperson, administrative assistant, faculty, and the School of Graduate Studies department.
Perform other duties as assigned.

Benefits

11 paid Holidays
Vacation Time
Sick Time
six weeks of Paid Parental Leave
low cost medical and dental insurance with low deductibles ($250 - $1500)
a Pension Plan
457(b) and 403(b) retirement plans and other retirement investment options
pre-tax medical and dental expense (with roll-over option) and dependent care accounts
employer paid life insurance
short and long term disability
professional development
a tuition waiver program for employees and their dependents