Part Time Administrative Assistant, Graduate Programs in Nursing

Student Activities Board; Grantham; On-site; GBP 20,000 - 30,000; Part time

Job summary

A higher education institution is seeking a Part Time Administrative Assistant for its Graduate Nursing program. Responsibilities include managing admissions, budgets, and coursework, while serving as the first point of contact for students and faculty. Ideal candidates should have administrative support experience and strong communication skills. This role offers an opportunity to impact the academic journey of nursing students.

Qualifications

• 2-3 years of administrative support experience in higher education preferred.
• Ability to communicate across departments and with external contacts.
• Capacity to maintain strict confidentiality.

Responsibilities

• Support the Director of the Graduate Program in Nursing.
• Manage daily administrative duties including receptionist activities.
• Track students throughout the program, including leaves of absence.

Skills

Professional-level communication skills

Strong organizational skills

Excellent interpersonal skills

Attention to detail

Expert computer proficiency

Education

Associate’s Degree

Bachelor’s Degree

Tools

Microsoft Office Suite

Banner

Canvas

Job description

Messiah University is seeking a Part Time Administrative Assistant, Graduate Programs in Nursing. This position provides support to the work of the Graduate Nursing program, including administering the program in regards to admissions, budget, and coursework, as well as acting as the first point of contact for program interaction.

Position Summary

This position provides support to the work of the Graduate Nursing program. Responsibilities include administering the program in regards to admissions, budget, and coursework as well as acting as first point of contact for program interaction including student applicants, faculty candidates, and matriculating students.

Responsibilities

• Support the Director of the Graduate Program in Nursing and the Coordinator of the FNP track.
• Establish and maintain close communication with directors/coordinators in person and at a distance.
• Schedule meetings and manage calendar for the director, following up on necessary action items.
• Manage daily administrative duties including receptionist activity, email, mail, copying, file management, organizing department meetings, preparing agendas and minutes, communication with students and faculty, and maintenance of room reservations.
• Manage program budgets, provide monthly budget reports, process reimbursements, and allocate Visa transactions for director/coordinator. Serve as primary contact with vendors.
• Manage program level admission processes, including generating correspondence, tracking student responses, and following up on course registrations.
• Support the planning and implementation of events, including but not limited to academic and admissions/recruitment events.
• Assist with accurately uploading faculty assignments to the faculty load management system (CALM).
• Track students throughout the program, including those on leaves of absences and withdrawals for future contact.
• Maintain and update department manuals and documents, including Student Handbooks, letters of acceptance/denial, student acknowledgement forms and orientation materials and Canvas site.
• Review and refine websites for all programs supported and implement revisions in communication with necessary university departments and individuals.
• Assist with the preparation and dissemination of promotional materials.
• Manage social media platforms for all areas supported.
• Assist in administrative duties inherent to the hiring process, including onboarding and orientation of faculty, adjuncts and maintenance of faculty files.
• Maintain program textbook lists; submit course textbooks each semester on behalf of faculty.
• Manage the Graduate Nursing summer intensive course and course schedule, including but not limited to room reservations, housing coordination, catering orders, and communication with students and faculty.
• Distribute, collect, and file course reports.
• Collaborates with the undergraduate Nursing administrative assistant in filing surveys, evaluations, and reports as needed for department evaluation, CCNE, PASBON, NONPF, and AACN.
• Maintain database of student course evaluations.
• Invite and communicate with Graduate Nursing Committee (GNC) student representatives.
• Serve on DON Policy and Bylaws Committee to provide graduate nursing content for the faculty manual.
• Assist as needed with preparation of accreditation reports.
• Distribute and collects reports for student, alumni, and employer surveys.
• Manage subscriptions, registrations, and databases for department specific software.
• Collect and maintain course syllabi for each program.
• Work with faculty and directors to collect and track student assessment data and other annual reports.
• Manage archived student files in accordance with regulatory agency and university requirements.
• Maintain consistent and reliable attendance.

Requirements

Associate’s Degree required, Bachelor’s Degree preferred. 2-3 years of administrative support experience, with higher education or medical working experience strongly preferred.

• Professional-level communication skills, including strong writing, editing, speaking and comprehension skills.
• Strong organizational skills including time management skills and the ability to prioritize multiple responsibilities.
• Ability to communicate successfully across departments and with various constituencies, including external contacts.
• Excellent interpersonal and communication skills.
• Rigorous attention to detail.
• Ability to maintain strict confidentiality.
• Expert computer proficiency including the ability to work independently in Banner, Canvas, Cascade, Microsoft Office Suite, Yuja and various databases as well as understand basic web design.
• Ability to maintain and generate various reports (budgets, accreditation report, program meeting minutes, applicant information, data, and paperwork, etc).
• Understanding of compliance and regulations related to higher education and the submission of proposals for nursing and dietetic internship both internally and externally.
• Ability to work autonomously and demonstrate self-initiative, drive, and internal motivation to complete tasks and responsibilities on time and with accuracy.

Diversity Statement

Messiah University’s commitment to diversity and inclusive excellence draws inspiration from its mission “to educate men and women toward maturity of intellect, character and Christian faith in preparation for lives of service, leadership and reconciliation in church and society.”