School of Nursing Administrative Assistant

Eastern University; Chesterbrook (PA); On-site; USD 42,000 - 56,000; Full time

Job summary

Eastern University in Chesterbrook, PA is seeking an administrative assistant to support the Associate Dean of the School of Nursing, managing calendars, coordinating accreditation-related documents, and liaising with students and external partners.

The role requires a baccalaureate degree or higher, 5 years of related experience, and strong organizational and communication skills; familiarity with higher education procedures is a plus.

Qualifications

• Bachelor's degree or equivalent; or five years related experience and/or training; or equivalent combination of education and experience.
• Strong organizational and communication skills with attention to detail.
• Ability to manage calendars, correspondence, and confidential information.

Responsibilities

• Coordinate scheduling and oversight of staff for the School of Nursing.
• Provide administrative and secretarial support to the Associate Dean of Nursing.
• Compile, organize, and process documentation for all programs within the School of Nursing.
• Assist in data collection for planning, accreditation visits, and board approvals.
• Prepare and maintain confidential records and correspondence.

Skills

Administrative support

Strong communication

Confidentiality

Multitasking

Education

Bachelor's degree

Tools

Microsoft Office

Database/records

Job description

Position Description

To provide administrative and clerical support to the AssociateDean of the School of Nursing to prepare schedules, provide supportfor accreditation visits, and to help with the preparation ofdocuments for state approval. This position will maintain andcoordinate calendars for the associate dean, support otherfull-time nursing faculty, and correspond with externalconstituents as directed by the associate dean. The administrativeassistant must be familiar with higher education and liaise withpotential nursing students, admitted nursing students, andcommunity healthcare agencies. The position is vital to thecollegial and supportive functioning of the SON. The SON’sChristian focus needs to permeate all actions/ reactions.

Position Responsibilities

Position Responsibilities: include the following. Other dutiesmay be assigned.

1. 1. Coordinates scheduling and oversight of staff for the School ofNursing.
2. 2. Provides administrative and secretarial support to the Assoc.Dean of Nursing.
3. 3. Compiles, organizes, and processes documentation for allprograms within the School of Nursing.
4. 4. Assists the Assoc. Dean in the collection of data for planning,organizing, and coordinating activities for board approval andaccreditation visits (E.g., report preparation anddocumentation)
5. 5. Acts as spokesperson on issues concerning scheduling, catalog& handbook revision, interdepartmental policy, and students asassigned.
6. 6. Coordinates with SON administrative team and faculty/adjunctssemester book use and resources. Liaise with EU campus bookstorepersonnel.
7. 7. Coordinates with faculty skills lab coordinator to obtain SONAssoc. Dean approval for the purchase and maintenance of equipment,videos, and supplies for the skills labs.
8. 8 .Coordinates events and activities for groups within the Schoolof Nursing (E.g., Pinning, Blessing of the Hands)
9. 9. Manages supervisor's calendar and independently schedulesappointments.
10. 10. Coordinates with the School of Nursing Assoc. Dean to prepareClinical Affiliation Agreements with local hospitals and healthcare agencies to ensure that contracts are signed, up-to-date, andmaintained in EU files as required by professional boards.
11. 11. Prepare and document requisitions and department P.O.s forAssoc. Dean's signature, forwarding to accounting for budgettracking.
12. 12. Screens incoming calls and correspondence and respondsindependently when possible.
13. 13. Composes and prepares confidential correspondence, reports, andother complex documents.
14. 14. Creates and maintains database and spreadsheet files of reportsused for accreditation and compliance.
15. 15. Receives and distributes incoming mail. Ensures that mail goesout on time.
16. 16. Maintains confidential records of keys, access codes, creditcards, and issues.
17. 17. Assists the Assoc. Dean on specific projects related to thelong-term goals of the School of Nursing, such as strategicplanning, fiscal responsibility, and the like.
18. 18. Organizes and maintains file system and files correspondenceand other records.
19. 19. Prepares outgoing mail and correspondence, including e-mail andfaxes.
20. 20. Orders and maintains supplies and arranges for equipmentmaintenance.
21. 21. Participates, records, and maintains minutes of all School ofNursing, BSN Committee and MSN committee meetings.

Faculty Oversight, Compliance, Onboarding

• Archive master clinical spreadsheet and schedules in consultationwith the Assoc. Dean and program directors.
• Attend advisory council and clinical coordination meetings torepresent the Eastern University Dept. of Nursing.
• Research current requirements and expand new clinical sites/unitsaffiliation agreements to expand current learning experiences forstudents.
• Collect nursing adjunct applications and maintain a spreadsheetof potential clinical instructors.
• Facilitate new hires of adjuncts; prepare new hire forms foradjunct faculty.
• Maintain Contract Information Forms for BSN program.
• Work closely with the CHS Dean’s office and Academic Operationsto track the status of adjunct applications and facultycontracts.
• Serve as the Department’s “Program Contact Person” for allnursing faculty/adjunct contracts; follow-up to ensure contract wasconfirmed via email.
• Attend semi-annual Clinical Instructor Workshop /Orientation
• Assist Assoc. Dean with faculty load and semester scheduling spreadsheets.

Supervisory Responsibilities

This position is responsiblefor assigning work and/or giving direction to the office team andpart-time Student Workers, to complete office workassignments.

Qualifications

Baccalaureate degree or equivalent; or five years relatedexperience and/or training; or equivalent combination of educationand experience

Other Skills and Abilities: To perform this job successfully, anindividual must be able to perform each essential dutysatisfactorily. The requirements listed below are representative ofthe knowledge, skill, and/or ability required.

• Skill in the use of personal computers and related softwareapplications.
• A thorough knowledge of: business English and arithmetic;general office methods, procedures, and practices.
• Ability to plan, develop, and coordinate multipleprojects.
• Ability to read and write at a level appropriate to the dutiesof the position.
• Ability to gather data, compile information, and preparereports.
• Strong organizational skills and detail-oriented.
• Ability to maintain confidentiality.
• Knowledge of standard budgeting and expenditure controlprocedures and documentation.
• Ability to interpret, adapt, and apply guidelines andprocedures.
• Strong interpersonal and communication skills and the abilityto work effectively with a diverse faculty, staff, and studentbody.
• Ability to make administrative/procedural decisions andjudgments.
• Ability to create, compose, and edit written materials.
• Excellent telephone courtesy knowledge and experience.
• Ability to develop and maintain recordkeeping systems andprocedures.
• Ability to resolve customer complaints and concerns.
• Ability to coordinate and organize meetings and/or specialevents.

Physical Demands: The physical demands described here arerepresentative of those that must be met by an employee tosuccessfully perform the essential functions of this job. Requiresvisual acuity to read words and numbers and speaking and hearingability sufficient to communicate in person or over the phone. Theemployee must occasionally lift and/or move up to 10 pounds.Reasonable accommodations may be made to enable individuals withdisabilities to perform essential functions.